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

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it. A flexible structure and global reach means that the organization can quickly respond to partners' needs, while offering the benefits of economies of scale. UNOPS in Somalia is a good example of where UNOPS is increasingly involved in complex implementation in areas of peace and security with multi-million dollar projects to support police development and justice involving countless stakeholders in a hugely complex and politically charged environment.

Somalia Country Office

Somalia is amid major new political and security developments that will offer a greater possibility for peace and security than the country has seen in over 20 years. The Federal Government of Somalia (FGS), established in 2012, and international community have driven a process of rebuilding of functioning government institutions and processes through Somalia’s peacebuilding and state-building priorities under the Somali Compact (2013-2016), based on the Busan “New Deal for Engagement in Fragile States” agreement. The Somalia National Development Plan (2017-2019), builds on this foundation laid by the Compact and sets the priorities for national recovery and development in full collaboration with national and regional governments. A landmark electoral process in late 2016 and early 2017 resulted in a peaceful transfer of power to a new President and government, in place since February and March 2017 respectively. The government has set out an ambitious agenda for its term (the period to 2021). At the London Somalia Conference in May 2017, a Security Pact was agreed by Somalia and the international community, which will allow for sustainable, long-term security based on mutual accountability.

The functional objective of UNOPS in Somalia is to deliver projects in an efficient and effective manner, to achieve the development outcomes sought by the Government of Somalia and the donor community. The aim of UNOPS in Somalia is to provide implementation services to the Government of Somalia, the donor community and partner agencies in the reconstruction and development of the country. In doing so, UNOPS aims to exceed client expectations in the delivery of quality services throughout the country.

Job Specific: purpose and scope of assignment.

Under the overall supervision of the Country Director, with a secondary reporting line to the Head of Support Services, the Administration Associate will be reporting to the Country Director. The Administration Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner. S/he will support the overall efforts of the Country office, ensuring an environment of professionalism and teamwork at all times, strengthening the implementation and coordination.

Functional Responsibilities

The Administration Associate will be responsible the following key functional responsibilities:

1. Management Support 2. Team Management 3. Logistics, Asset Management Service. 4. Knowledge Building and Knowledge Sharing

1. Management Support - Coordinates individual work areas and coaches personnel in execution of standard office transactions, processes and client services for work areas, ensuring full compliance with UNOPS rules, regulations, policies and strategies and knowledge of the work areas. - Monitors team performance against service agreements with clients, and client satisfaction - Implements the control mechanism for designated administrative services, including maintenance of administrative control records such as commitments and expenditures. - Administers inventory control, supervising proper issuance of inventory items and supplies. - Reviews travel authorizations, documentation, payments - May be designated transactional role in OneUNOPS/Enterprise system - Compiles data and researches information for planning of financial resources/administrative budget for administrative services. - Coordination with appropriate Offices, Divisions, staff, and external governing bodies on the participation of the Country Director at governing body meetings, preparation of agendas and supporting documentation for the Country Director; - Adherence to appropriate protocol and correspondence guidelines by the office team when communicating with Government and other external partners;

2. 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.
• Support the Country Director’s office in organizing retreats, training and workshops for staff as appropriate including agenda preparation, documentation, review of budget and authorization of expenses;
• Organize high-level meetings and events including invitees from missions, governments, UN agencies, governmental/non-governmental organizations and other partners, prepare minutes and follow-up on actions to be taken;

3. Logistics, Asset Management Services:

• Ensures effective and efficient provision of logistics and asset management support services, meeting client needs and in compliance with UNOPS rules, regulations, policies and strategies, covering:
• Oversees implementation of logistics system in accordance with UNOPS logistical procedures
• Coordinates and supervises processes and services in shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, building/facilities/space management, office supplies.
• Coordinates supply and assets management services and physical verification of inventory items ensuring timely preparation and submission of periodic inventory reports
• Oversees protocol matters, ensuring efficient delivery of client services, including registration of staff and host government authorizations.
• Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space and other administrative matters.
• Compiles information on administrative services provided for cost-recovery bills.
• May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.
• Ensures prompt reporting and investigation of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
• Supervises external contractor for transportation services, including client service and processing of invoices.
• Organize town halls, other regular and ad-hoc meetings; prepare minutes and summaries of actions to be taken; track progress on planned issues; follow-up with focal points;
• Management of the Country Director’s office, including the maintenance of the office filing, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the office team;

4. Knowledge building and Knowledge Sharing: - 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 of lessons learnt and dissemination of best practices in human resources. - Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Excellence

• Contribute to innovation and the adaptation of best practice standards of sustainability and quality.

  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

Qualifications and Experience:

A. Education

• Completion of secondary school is required.
• Diploma Certificate in Public Administration, Business Administration, Social Sciences, Secretarial or other relevant disciplines with four (4) years of relevant professional experience may be accepted.
• Bachelor’s Degree in Business Administration, Public Administration, Social Sciences, Secretarial or equivalent disciplines is desirable but not required.

• In the absence of a degree, administrative certification is an asset.

  B. Work Experience

• A minimum of six (6) years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations or international development agency or humanitarian work environment context is required.

• Some experience in UN system organizations is desirable.
• Experience in the use of Google Suite applications as well as experience in handling web-based management systems is desirable.
• Experience in use of Enterprise systems including OneUNOPS is desirable.
• Experience in management and coordination would be a considerable advantage.
• Excellent interpersonal and communication skills including oral, written and skills;
• Ability to translate strategic thinking and innovative ideas into practical operational recommendations is an asset
• Ability to meet tight deadlines and work independently without supervision is an asset.

C. Language Requirements:

• Fluency in written and spoken English Language is required.
• Fluency in oral and written Somali language - is required.

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 the Desk Review will be notified.
• Qualified female candidates are strongly encouraged to apply.
• 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.
• Mogadishu is a Non-Family Duty Station.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.

• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS. 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.

Contract type, level and duration

1. Contract type: Local Individual Contract Agreement (LICA)
2. Contract level: LICA 6 /ICS 6
3. Contract duration: Ongoing based on organizational requirement, 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

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.

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background information - AFR

Africa Region

Based in Copenhagen, Denmark, the Africa Region supports UNOPS country offices in the region, providing financial oversight of projects, procuring goods and services and managing human resources. AFR helps ensure that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between projects across the entire region.

Somalia Country Office:

UNOPS Somalia Country Office (SOCO) has had a solid and continuous in-country expert presence successfully implementing programs since the mid-1990s, where it is currently undertaking various projects and initiatives in close collaboration with the Federal Government of Somalia (FGS), Federal Member States (FMS) and partners from the global donor community. UNOPS’ projects in Somalia focus on several key sectors that include infrastructure development, institutional capacity building, project management, advisory services, and procurement services. These projects cut across multiple sectors, including education, healthcare, national security, law enforcement, immigration services, justice, transport, and public works among others. UNOPS work in Somalia is geared towards driving growth and development in the country, a process that requires developing a close relationship with the FGS and the other development partners.

Through its involvement in Somalia’s development process, UNOPS is providing transparent and accountable solutions in the country’s state and nation-building process. In addition, UNOPS is also committed to implementing the United Nations Strategic Framework Somalia 2017 – 2020, with the aim of helping Somalia achieve the Sustainable Development Goals. UNOPS work within the context of these commitments means that the projects it implements in Somalia are specifically designed to provide long-term solutions in the country, leading to sustainable and inclusive growth.

What drives us is a passion to fight inequalities and to provide opportunities to those most vulnerable. This means we often work in the most challenging environments, building foundations for communities to function and people to live with dignity and respect.

To succeed here, he/she need to be able to combine creativity with the organizational skills to manage numerous different projects to tight deadlines simultaneously, as well as working with the different units to meet their expectations.