Administration Associate

Contract

This is a LICA-6 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 6 years of experience, depending on education. More about LICA-6 contracts.

Background Information - Job-specific

WEC Background:

UNOPS Water, Environment and Climate (WEC) supports the design and management of multi-stakeholder initiatives by providing services in financial and grant management, procurement, human resources, and project management. The cluster has supported projects in the areas of water resource management, climate change adaptation, mitigation and transparency, energy access and distribution, and environmental conservation under the Paris Agreement. The WEC has also supported operations and financial management services, in Vienna, the rest of the ECR region, and beyond. The main partners include UN agencies, bilateral agreements (with the Nordics, Germany, and Italy), the Green Climate Fund, and several NGOs (such as CIFF and CWF).

The NDC Partnership:

The NDC Partnership is a global coalition of countries and institutions collaborating to drive transformational climate action through sustainable development. In 2015, the world endorsed the Paris Agreement and the 2030 Agenda for Sustainable Development. Nations signal their commitments to the Paris Agreement through Nationally Determined Contributions (NDCs) - each country’s strategy to cut its own greenhouse gas emissions and build resilience against the negative effects of a changing climate. The Partnership advances the goals of the Paris Agreement by bringing together nearly 200 countries and institutions in new ways to accelerate NDC implementation and enhance ambition over time. The Partnership’s work through 120 partners supporting almost 80 countries produces many examples of impact, lessons learned and ideas for the future. The Partnership is governed by a Steering Committee, co-chaired by two country representatives. The Partnership’s work is facilitated by a Support Unit based at World Resources Institute in Washington DC and the UNFCCC Secretariat in Bonn, Germany. UNOPS supports the NDC Partnership and its Support Unit through the Water and Energy Cluster (WEC).

Functional Responsibilities

Under the overall guidance of the Team lead and the day to day supervision of the Programme Management - Analyst, the Administration Associate assists in the management of administrative services, administers and executes processes and transactions related to the operation of the NDC Partnership and its Support Unit, ensuring high quality and accuracy of work. The Administration Associate promotes a client, quality and results-oriented approach.

The Administration Associate supports the Head of Bonn Office and works in close collaboration with operations/finance staff, project managers and project teams, as well as with staff of the SU and UNOPS AUMCO personnel in general.

1. Supports in ensuring implementation of operational strategies, focusing on achievement of the following results:

- Full compliance of administrative activities with UNOPS rules, regulations, policies and strategies. - Support UNOPS administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).

2. Ensures efficient operational support, focusing on achievement of the following results:

- Support the Team Lead with day-to-day management of appointments, travel and other operational support needs. - Support all operations and administrative tasks including screening, indexing, classifying, storing and disseminating information and/or reports and material ensuring conformity with relevant procedures and integrity. - Support with protocol matters, registration of staff, coordination with local authorities and the UN in Bonn on space and other administrative matters. - Coordination of travel arrangements. Performing a Buyer role in oneUNOPS for preparation of POs for travel and other administrative expenses. Information on air services, rates and travel schedules for specific itineraries. Processing of travel claims. - Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents for travel + related services + office equipment, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs. - Participate in organization of workshops, conferences, retreats. - Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services. - Coordination of travel services. - Use of a monitoring system to track status of submitted and pending requests, ensuring that tasks relating to units work and mandate are completed in a timely manner. - Serves as the primary contact with various visitors and guests, arranges appointments and meetings, and acts as interpreter and minute-taker, as required.

3. Provides support to proper office maintenance, supply and assets management, focusing on achievement of the following result:

- Support timely preparation and submission of periodic inventory reports; coordination of physical verification of inventory items. - Coordination of the provision of reliable and quality office supplies and IT services. - Support to maintenance of common premises and common services.

4. Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

- Maintenance of administrative control records such as commitments and expenditures. - Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in oneUNOPS. - Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary. - Proper control of supporting documents of funds and activities. - Administrative coordination of common premises/services cost-recovery arrangements for daily operations. - Provision of the information for the audit.

5. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

- Support NDC Partnership personnel engaged in the different administrative services including statistics, finance, programme, human resources activities and/or other related areas, as necessary. - Co-lead onboarding process for incoming personnel. - Training of staff on the administrative procedures. - Briefing/debriefing of staff members on issues relating to area of work. - Sound contributions to knowledge networks and communities of practice. - Assists the conduct of Operations Team Meetings in NDC Partnership and UNOPS Bonn Office, and prepares minutes and status reports for review and finalization. - Assists UNOPS’ participation and contributions to the UN Operations Management Team and its working groups.

Education/Experience/Language requirements

Education: - Secondary education is required. - Certification in administration is desirable. - University Degree in Business or Public Administration is desirable, but it is not a requirement.

Experience - 6 years of relevant experience in operations and/or programme support service. - Experience in handling web-based management systems. - Experience in the usage of ERP and Google Work Space is an asset.

Language Requirements: - Fluency in written and oral English and the language of the duty station required. - Knowledge of German and a second UN working language is an asset.

Functional Competencies:

1. Knowledge Management and Learning

• Shares knowledge and experience
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

2. Development and Operational Effectiveness

• Ability to administer and execute administrative processes and transactions
• Ability to extract, interpret, analyze data, identify and resolve operational problems
• Ability to perform work of confidential nature and handle a large volume of work
• Good knowledge of administrative rules and regulations
• Strong IT skills in both MS Office and Google Suite.
• Ability to provide input to business processes re-engineering, implementation of new systems

3. Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: ICA Contract level: LICA-6 Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time.
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.