Administration Associate (Assistant to the Country Director)

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 organisations.

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. At the London Somalia Conference in May 2017, a Security Pact was agreed upon by Somalia and the international community, which will allow for sustainable, long-term security based on mutual accountability. At the time of advertising this position - in February 2023, a new federal government is embarking on an ambitious peace and development agenda.

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.

Located in Mogadishu, Somalia, the Somalia Country Office manages a growing portfolio of engagements. SOCO works with multiple partners, including the Governments of Somalia, bilateral and multilateral donors, United Nations agencies, funds, and programmes.

Under the direct supervision of the Somalia Country Office Director (SOCO CD) and under the overall guidance from the Head of Support Services, the Administration Associate provides support to the Somalia Country Office Director performing a variety of standard administrative processes, ensuring high quality and accuracy of work.

The position is based in Mogadishu, Somalia (Non-family duty station).

Functional Responsibilities

Specifically, the incumbent will be responsible for the following tasks:

1. Operational Support to the Country Director

• Provide support to the Country Director and coordinate the drafting of partnership and programme-specific materials, including letters, background notes, talking points, presentation slides, and speeches;
• Support the Country Director in following up on activities and/or actions with regards to programme and operations oversight;
• Support the Country Director in following up on activities and/or actions with regards to oversight and management of the Somalia Country Office commitments related to Health & Safety and Gender Parity;
• Provide support to the Country Director in the follow up of the People Survey Action Plan;
• Support the Quarterly Business Review process through engaging with relevant sections and follow up on issues, challenges and action points that result from the process.
• Support the Quarterly Assurance process including engaging in coordination with HoP, HoSS PMO, and relevant project managers, support services and partnerships teams. Follow up on issues, challenges, results and ensure the smooth completion of the process.
• Provide support to the organisation, administration, and follow up to the Country Office Management meetings, including scheduling, taking minutes, and tracking the follow up actions;
• Provide support to the Country Director in relation to inter-agency coordination meetings.
• Establish contact and maintain efficient working relationships with ministries focal points.
• Support the organisation of training workshops, high level meetings and/or events as required;
• Coordinate the preparation of spreadsheets, database files, presentation slides and tables ensuring appropriate style and accuracy of information by liaising with relevant team members across the Country Office.

• Conduct basic research, review and analysis of information and documents for the Somalia Country Office Director; Researches and retrieves statistical data from internal and external sources; prepares simple statistical charts, tables and reports, extracting data from various sources.

  2. Travel and logistics

• Support the planning of the the Somalia Country Office Director’s missions and travel;

• Processes travel transactions (authorizations and claims) including in OneUNOPS system, requests for visas, identity cards and other documents for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations.

• Provides information on air services, rates and travel schedules for specific itineraries. Processes travel claims in OneUNOPS and purchase orders for travel activities, payments, and contracts.

• Organises shipments, customs clearance arrangements, preparation of documents for UNOPS shipments (received/sent), all necessary documentation, and implementation of follow-up actions
• Prepares documentation for security clearances, processes hotel reservations, organises airport pickups , hospitality, protocol, customs and immigration support for visiting UN/UNOPS officials as necessary

• Provides support with respect to protocol issues and requests for official documentation

  3. Programme - Partnership - Support Services Nexus

• Support the implementation of the Partner Survey Action Plan, as related to the programme/partnerships nexus, including the necessary follow up with the project managers, partnerships, project support team, support services team and other relevant sections;

• Provide information on ongoing projects under the Country Office, in coordination with the Programme and Partnerships teams;
• Review performance dashboards and prepare periodic basic summary reports to the country Director and senior management teams highlighting performance trends and deviation alerts.
• Provide effective support to the formulation and implementation of projects, including through reviewing the relevant documents and reports, identifying gaps and issues, and coordinating follow up actions with the relevant colleagues;
• Support the Country Director in undertaking monthly, quarterly and annual business reviews, through coordination with the Programme, Partnerships, Support Services and Security Teams;

• Closely follow up with the Programme, Support Services and Partnerships Teams for the resolution of any critical issues, as identified by the Country Director.

  4. Knowledge building and Knowledge sharing

• Supports the organisation and delivery of training and learning initiatives for personnel on Administration-related topics.

• Provides sound contributions to knowledge networks and communities of practice by synthesising lessons learnt and dissemination of best practices in Administration.
• Contributes feedback, ideas, and internal knowledge about processes and best practices and utilise productively
• Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials

Impact of Results The effective and successful achievement of results by the Administration Associate directly affects the overall efficiency of the SOCO administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office. 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.

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.

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.

Education/Experience/Language requirements

Education: - Completion of secondary school is required. - First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.

Certification: - In the absence of a degree, administrative certification is an asset.

Experience: - Minimum of six years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations is required. - Proficiency in computers and office software packages (Google Suite products, especially google forms, sheets, docs and slides) and experience in handling web-based management systems is desired. - Some experience in UN system organizations is desirable. - Experience supporting programme/project management /operations including implementation, compliance and communication is desirable.

Language requirements: - Full working knowledge of English language is required. - Working knowledge of another official UN Language and local language is an asset.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement (LICA) Contract level: ICS6 (LICA 6) Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

This is a local position, it is therefore open to Somali Nationals

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.