Administration Senior Analyst

Contract

This is a LICA Specialist-9 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 2 years of experience, depending on education. More about LICA Specialist-9 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.

UNOPS Baghdad Office is located in the UN Compound in a highly protected area in Baghdad. UNAMI is providing premises services to all resident agencies. UNDSS is providing safety and security services.

Under the guidance and direct supervision of the Program Advisor, the Administration Senior Analyst is responsible for the quality of administrative support services provided within the Country Office. He/she analyzes and interprets the administrative rules and regulations and provides solutions to complex issues related to administration. The Administration Senior Analyst promotes a collaborative, client-focused, quality and results-oriented approach.

The Administration Senior Analyst may supervise and lead the team of administration personnel within the Country Office. The Administration Senior Analyst works in close collaboration with the support services, programme and project teams locally and with UNOPS Regional Hub colleagues, UN agencies and Government officials, to successfully deliver administrative services.

Background Information - Job-specific

Summary of Key Functions

• Management of UNOPS office,
• Management of administrative services and supervision of administrative team
• Facilitation of knowledge building and knowledge sharing

1. Ensures management of UNOPS office, focusing on achievement of the following results:

• Management of office premises; coordination with UNAMI on monthly receipts in consultation with the UNOPS Regional Office/Country Office/Multi Country Office management team.
• Promotion and implementation of energy-saving and green office policy.
• Management of maintenance/repair/washing/painting work of the office premises and environment. Supervision of the cleaning and maintenance team to ensure effective and efficient services be provided
• Evaluation and monitoring of the timeliness and quality of administrative tasks (e.g. cleaning and security guard service) on a regular basis.

2. Ensures effective management of Baghdad office operational aspects , focusing on achievement of the following results:

• Assist Project Managers on the project implementation by supporting the tasks performance of project administration, HR, travel, procurement and logistics.

• guided by the Program Advisor, assist in UN coordination structure; OMT, M&E as required, in coordination with project managers.

• In-depth analysis and monitoring of administrative services; recommendations for changes in policies, systems and procedures to ensure services are aligned with changing business needs and objectives

• UNOPS’ administrative resources fully and properly accounted for; adequate and functioning internal control systems.

• Assessment of expenditure in administration (office premises, assets, travel, etc.) for previous years; estimate of new requirements and preparation of budget plans for designated areas of work.

• Collaboration in the administration of common premises to ensure efficiency, cost- effectiveness and timeliness of operations and services.

• Contract negotiations with vendors and service providers to ensure cost-effective services and of quality and timely service.

• Preparation and monitoring of the team work-plans. Supervision and guidance to the staff in the administrative team, including the drivers’ team, handyman and administration personnel, for satisfactory performance and client-oriented services.

• Management of office vehicles and transportation service to ensure punctual transportation service is provided to the staff, UNOPS visitors and high officials on mission.

• Supervision of the recording (inventory), disposal and transfer of office assets for the office; evaluation, on a regular basis, of the inventory status and transactions in the database, reporting anomalies and discrepancies for timely action.

• Efficient and effective cooperation among different sub-teams in terms of achieving results.

• Administrative advice and support to international staff and consultants (e.g. assist international staff and consultants in finding suitable housing according to their needs within a short time frame).
• Drafting of correspondence and internal procedural directives relating to administrative matters
• Administrative support to key events (e.g. conferences, VIP visits, UN Day, etc.) on a timely and quality basis.

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

• Organization and conduct of training for the operations/ projects staff on administrative-related topics.

• Briefing/debriefing of staff members on issues relating to area of work

• Sound contributions to knowledge networks and communities of practice.
• Synthesis of lessons learnt and best practices in administration.

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.

Education/Experience/Language requirements

• Master’s degree (or equivalent) in Business or Public Administration, or related fields. A first-level university degree in combination with required qualifying experience may be accepted in lieu of the advanced university degree.
• A minimum of 2 years of relevant experience at the national or international level in administrative management. Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions).
• Fluency in written and oral English and Arabic is required. Knowledge of a second UN working language is desirable.

Contract type, level and duration

1. Contract type: ICA
2. Contract level: Local ICA Specialist - level 9
3. 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 Baghdad is a non Family duty station.
• 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

• 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 (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• 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.