Administration Associate (Travel & Administration)

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 - PSC

Peace and Security Cluster

The UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. It is led by the Director, who has overall authority and accountability for the performance PSC on behalf of its clients. The Director is responsible for administering and providing oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations.

Background Information - Job-specific

The Mine Action Office in South Sudan is based in Juba and it supports the United Nations Mission in South Sudan (UNMISS) as well as the national demining authorities in coordinating Mine Action activities in South Sudan.

The program has been coordinating and providing quality assurance (QA) of all humanitarian mine action activities throughout South Sudan since 2004. UNMAS South Sudan’s’ current operations focus on hazardous area surveys, landmine and ERW clearance and destruction, route verification and clearance, emergency mitigation measures for improperly stored small arms and ammunition (SAA) (as required), Explosive Ordnance Risk Education for UN personnel, humanitarian partners and vulnerable groups, entry point control using Explosive Detection Dogs (EDD) and data management.

Functional Responsibilities

***** QUALIFIED FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY!**** Under the direct supervision of the National HR/Admin Officer and overall guidance of the Support Services Officer (SSO), the incumbent performs and may supervise personnel in delivering technical and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and travel, ensuring efficient client oriented and effective service delivery. The Administration Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.

Functions/Key Results Expected: 1. Administration and Management Support 2. Travel and Protocol Management Services 3. Knowledge Building and Knowledge Sharing

1. Administration and Management Support

• Coordinate individual work areas and coach 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.
• Assist in monitoring team performance against service agreements with clients, and client satisfaction.
• Implement the control mechanism for designated administrative services, including maintenance of administrative control records such as commitments and expenditures.
• Facilitates issuance of UN ID Cards and UN Driving permits for UN Personnel and Contractors.
• Assist in accommodation booking for personnel and contractors.

2. Travel and Protocol Management Services - Facilitate UN Flight bookings of Movement Of Personnel (MOP) for UNMAS personnel, contractors etc. - Assist UNMAS Personnel and Contractors in processing Travel Authorizations in line with UNOPS procedures and policies - Establish a monitoring tool for protocol and admin related activities and regularly report updates to the supervisor. - Maintain continuous contact and partnership with Government Ministries and Departments concerned on Protocol matters; and advise UNMAS management accordingly. Draft correspondence as required. - Facilitate Visa processing for UNMAS Contractors and partners working in South Sudan; and continuously monitor and follow up on required permits. - Prepare required documentation to the relevant authorities for tax exemption (for UNMAS and UN contracted demining companies) and custom clearance on import/export items that might arise. - Facilitate vehicle registration, deregistration and renewal of vehicle logbooks in South Sudan for UNMAS and UN contracted demining companies. - Provide support to the Logistics Officer and Procurement Officer in customs clearing of imported items. - Liaise with HR/Admin Officer and Logistics Officer in designing or reviewing existing processes for protocol related activities for UNMAS Office. - When required, arrange to meet & see off VIP passengers, UNMAS personnel and visitors at the airport and facilitate immigration and custom formalities. - Maintain a proper filing and archiving system for related documents. - Maintain up-to-date contact details of the ministries and local authorities with whom UNMAS has working relationships; including contact personnel and documentation requirements. - Stay abreast and advise personnel/contractors of government policies related to visas, work permits, tax exemptions, custom clearance requirements etc.

3. 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.

Education/Experience/Language requirements

* QUALIFIED FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY! * ONLY NATIONALS OF SOUTH SUDAN ARE ELIGIBLE TO APPLY!

Education: - First Level degree (Bachelor’s degree or equivalent) with 2 years of relevant experience OR - High School Diploma (Secondary education or equivalent) with 6 years of relevant experience is required.

Experience:

• Relevant experience is defined as experience in general administration, travel management or operations’ support services.
• Experience working with international or corporate organizations is desired.
• Experience with G-suite is desired.

Language: - Fluency in English (reading, writing and speaking) is required. - Knowledge of a second UN or regional working language is an asset.

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: Local Individual Contractor Agreement (LICA) Contract level: LICA-6 (ICS-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.
• Only Nationals of South Sudan are eligible to apply.
• Qualified female candidates are strongly encouraged to apply.
• 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.
• 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.

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.