Administration Senior Assistant

Mid Senior Admin

Contract

This is a LICA-5 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 5 years of experience, depending on education. More about LICA-5 contracts.

Background Information - Job-specific

THIS POSITION IS ONLY OPEN TO LOCAL CANDIDATES WHO ARE UNITED STATES OF AMERICA (USA) CITIZENS OR PERMANENT RESIDENTS IN THE USA.

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.

The New York Portfolios Office (NYPO) supports the United Nations Secretariat, as well as other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management.

The 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. PSC administers, provides support and 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. It is headed by the PSC Director who has the overall authority and accountability for the performance of the Peace and Security Cluster on behalf of its clients.

The Sustainable Development Cluster (SDC) supports diverse partners with their peacebuilding, humanitarian and development operations. It was formed by combining the following portfolios: Grants Management Services (GMS), UN Technology Support Services (UNTSS), Development and Special Initiatives Portfolio (DSIP) It provides Services to partners' programmes that are designed, structured, and managed with a global perspective and primarily serving partners that are headquartered in New York. The SDC has a footprint of approximately 125 countries.

Under the overall guidance and supervision of the ICT Associate, the Administration Senior Assistant provides the overall administration and execution of varied and inter-related operational and logistical activities at the New York Office, ensuring high quality and accuracy of work. The Administration Senior Assistant promotes a client, quality and results-oriented approach.

Functional Responsibilities

The Administration Senior Assistant will be responsible for the following duties:

• Support the New York Portfolios Office (NYPO) Senior Management with general clerical administration as required as additional surge capacity.
• Greet clients and visitors with a positive, helpful attitude
• Ensure that documents, crucial letters and other relevant o crucial correspondence) are properly submitted to different partners and are digitally field.
• Register and guide visitors to the UNOPS office and ensure that the main office entrance is monitored.
• Support the office to manage the NYSC office calendar to ensure all meetings (global and New York based), trainings and events are captured for the year ahead and updated on a regular basis.
• Manage the office premises and ensure that the premises are well maintained and initiate necessary requests for office repair and maintenance ensuring health, safety, social and environmental (HSSE) compliance.
• Manage overall administration for the NYO in terms of managing subscriptions/payments, procuring office supplies etc.
• Act as Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
• Assist with various other administrative assignments as they arise such as mobile phone bills, courier bills and other recurring charges.
• Assist with administrative arrangements, workshops, meetings and conferences organized by NYO, including in the logistical planning and procurement of services.
• Petty cash management as needed by the office
• Creation of purchase orders, request for proposals (RFPs) and supplier profiles in One UNOPS, seeking approval and budget checking, screening of supplier invoices for correctness, and monitoring of payments with Finance department.

• Provide ad hoc support to New York Liaison Office (NYLO) and Legal Office on administrative tasks.

  Monitoring and Progress Controls

• Online Performance Evaluation Report (PER) will be used to monitor and register performance through the contract duration.

• Ad-hoc meetings with supervisor.

Education/Experience/Language requirements

*******FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY**** *CANDIDATES WITH NO UNITED NATIONS OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY**** **Education - Completion of secondary school is required. - A first level university degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required. - In the absence of a degree, administrative certification is an asset

Required Experience - Minimum of five years of relevant experience in general administrative, or operations’ support services in national or international public or corporate organizations. - Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is required.

Desirable: (The following experience is optional. Candidates who do not have it are welcome to apply) - Some experience in UN system organizations is desirable. - Experience in use of enterprise systems including OneUNOPS is desirable.

Language

• Fluency in English (write, speak, read) is required
• Knowledge of another UN working language is an asset.

Other: - Working in person at the office is required from Monday through Friday.

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 5

• Contract duration Ongoing ICA - 'Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.'

• This is a local position, no travel/installation costs to the duty station are included.

• ****This position is only open to local candidates who are United States of America (USA) citizens or permanent residents in the USA.****

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

***** FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY****

• 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.
• 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.
• This position will be based in New York, USA which is a family duty station.
• 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. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. 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.

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Added 17 hours ago - Updated 8 hours ago - Source: jobs.unops.org