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 - Afghanistan

Afghanistan

With more than 20 years of experience in the country, UNOPS Afghanistan focuses on providing maximum support to the people of Afghanistan through the delivery of projects and services that improve the lives of people in need. The UNOPS Afghanistan Country Office (AFCO) serves as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as the implementation agency. At present, UNOPS AFCO activities cover a range of sectors including humanitarian, basic human needs, cash for work, infrastructure, development, procurement and HR services.

The functional objective of UNOPS AFCO is to contribute to improving the lives of girls, boys, men and women living in Afghanistan. The aim of UNOPS AFCO is to provide efficient and cost-effective implementation services on behalf of all our partners to support the humanitarian response and development of the country. UNOPS AFCO’s mission is to exceed the expectations of all stakeholders in the delivery of AFCO services, at all times, in all places, in all circumstances, in order to improve the lives of Afghans in need.

Background Information - Job-specific

Under the overall guidance and supervision of the Head of Support Services, reporting to the Administration Specialist, the incumbent performs and may supervise UNOPS personnel, including third-party contractors, in delivering technical and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and logistics, ensuring efficient, client-oriented and effective service delivery. The Administration Associate promotes a client, quality, and results-oriented approach, ensuring the utilization of office resources in the most cost-effective manner.

Functional Responsibilities

1. Management Support
2. Logistics, Inventory Management Services
3. Team Management

4. Knowledge Building and Knowledge Sharing

   1. Management Support

- Coordinate individual work plans and coach personnel in the execution of standard office transactions, processes, and work, ensuring full compliance with UNOPS rules, regulations, and policies. - Monitor team performance against service agreements with clients. - Provide support in the development of the unit's annual work plan and ensure the activities are monitored and implemented. Any deviation is escalated and addressed. - Prepare and Review Lease agreements and invoices for the AFCO UNOPS Dwelling Facility and office spaces and follow up on the payments. - Liaise with other support services units for project-related administrative and operational matters such as budget, requisition and requirements, vendor payments, contract management, procurement of goods and services, and inventory management. - Perform a transactional role in OneUNOPS/Enterprise system. - Compile data and research information for planning financial resources/administrative budget for administrative services. - Monitor all critical project financial indicators and alert the supervisor in case of deviations. - Assist in developing effective relationships with clients, ensuring their satisfaction with service delivery. - Manage the booking of the dwelling facility.

2. Logistics, Inventory Management Services

   • Ensure effective and efficient provision of logistics and inventory management services for AFCO UNOPS Dwelling Facility and office tenants in compliance with UNOPS rules, regulations, policies, and strategies covering.
   • Implement control measures for inventory management, ensuring timely preparation and submission of periodic inventory reports, investigating and reporting on any discrepancies
   • Prepare and Raise requisitions for supplies and participate in the tender evaluation in procuring those materials.
   • Supervise proper issuance of inventory items and supplies and the disposal of damaged items
   • Assist in supervising the third-party contractor employees for the Dwelling facilities and common services, responsible for client service and processing of invoices
   • Assist in ensuring that basic facilities, such as water, heating, and electricity systems, are well-maintained; any repairs and routine maintenance are performed by the contractor

3. Team Management

   • Facilitate the engagement and provision of high-quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
   • Provide oversight, ensuring compliance by team members with existing policies and best practices.

4. Knowledge Building and Knowledge Sharing

   • Ensure accuracy, consistency, filing, and record-keeping of all project documents in an efficient manner.
   • Organize, facilitate, and/or deliver training and learning initiatives for personnel on Administration related topics.
   • Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learned and disseminating best practices in human resources.
   • Collect feedback, ideas, and internal knowledge about processes and best practices and utilize them productively.

Impact of Results

The effective and successful achievement of results by the Administration Associate directly affect the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

Education/Experience/Language requirements

a. Education - Completion of secondary school is required. - First University Degree in Business Administration, Public Administration, Technical or equivalent disciplines is desirable but not required. - In the absence of a degree, administrative certification is an asset.

b. Experience - Minimum of six years of relevant experience in general administrative, logistics, or operations support services in national or international public or corporate organizations. - Experience in facility management - Some experience in UN system organizations is desirable. - Proficiency in computers and office software packages and experience in handling of web-based management systems is required.

c. Language - Full working knowledge of English. - Knowledge of a second UN or regional working language is an asset.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above) 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: Local ICA

Contract level: LICA-6 Contract duration: Ongoing ICA - 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 Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and 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 personnel. Recruitment in UNOPS is contingent on the results of such checks.