Administration Senior Assistant

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

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.

In accordance with the operational requirements of the HTOC Office, the Admin Assistant / Receptionist will greet visitors/clients and answer all incoming telephone calls in a professional manner. Within this role, he/she must know, practice and ensure UNOPS policies and procedures are followed at all times. In addition, he/she will ensure that no critical information is inappropriately divulged to unauthorized parties.

Under the direct supervision of the Head of Supply Chain and under the overall guidance from the Head of Support Services, the Administration Senior Assistant provides support to office operations performing a variety of standard administrative processes, ensuring high quality and accuracy of work

Functional Responsibilities

The effective and successful achievement of results by the Administration Senior Assistant directly affect the overall efficiency of the team’s 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.

1. Administrative Support

● Researches and retrieves statistical data from internal and external sources; prepares statistical charts, tables and reports, extracting data from various sources. ● Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit. ● Assist the Head of Supply Chain and other departments on other secretarial/clerical tasks such as drafting letters etc ● Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing ● Maintain a good relations, correspondence, and word processing. Provides administrative support to all functions within the office as needed

2. Travel and Logistics ● 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. ● Organizes 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, organizes airport pickups , hospitality, protocol, customs and immigration support for visiting UN officials as necessary ● Provides support with respect to protocol issues and requests for official documentation, focusing on achievement of the following results: ● Punctual delivery of official protocol certificates; arrangements with UN departments for all issues related to official documentation to be provided to/from international staff, such as visa requirements, work permit, security requirements, health, etc. ● Arrangements with UN departments for official documentation to be provided for import/export or transfer of goods ● Establishment and maintenance of efficient working relationship with government ministries. ● Provision of accurate and comprehensive information to staff on the supporting documents needed by staff and his/her dependents, and import/export or transfer of goods; updated list of the required documents made available to each staff member/unit ● Individual monitoring sheet to track the status of submitted documentation for each staff member and dependents, ensuring that official documentation matches the announced schedule ● Accurate information provided to individual/unit upon request on administrative steps required and the status of his/her project file, ● Accurate and timely information on processes and pending issues to the concerned individuals/unit ● May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption. ● Promptly reports and investigates vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report. ● Process payments for external services.

3. Manage the Front Desk (Receptionist) focusing on achievement of the following results: ● Greet and welcome guests as soon as they arrive at the office ● Direct visitors to the appropriate person ● Answer, screen and forward incoming phone calls ● Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, and brochures) ● Provide basic and accurate information in-person and via phone/email ● Receive, sort and distribute daily mail/deliveries ● Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges) ● Perform any other duties link to the front desk / reception area ● Conducts and reports on surveys of office maintenance needs as well as client satisfaction ● Collects information for administrative surveys in support to the organization of common services. ● Acts as a 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. ● Conducts and reports on surveys of office maintenance needs as well as client satisfaction ● Collects information for administrative surveys in support to the organization of common services. ● Perform any other duties link to the front desk / reception area inventory.

4. Knowledge building and Knowledge sharing ● Supports the organization and delivery of training and learning initiatives for personnel on Administration-related topics. ● Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in Administration. ● Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively ● Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials

Education/Experience/Language requirements

Education - Completion of secondary school is required. - First University Degree in Business Administration, Public Administration,] Secretarial or equivalent disciplines is desirable but not required. - In the absence of a degree, administrative certification (Technical Degree or equivalent) is an asset

N.B.: Please add / upload the proof of studies (Diplomas, Bachelor degree, certifications, and so on ...) mentioned in your GPRS profile when submitting your application.

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

Language Requirements - Full working knowledge of English and French are required - Knowledge of another official UNOPS language such as Spanish 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 Contract Agreement (LICA) Regular/Monthly: This contract is a regular monthly contract, which requires ongoing services during the term of the contract and payments will be made at the end of each month.

Contract level: LICA-5

Contract duration: Ongoing contract subject to good performance, availability of funds, and organizational requirements

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

****Please note that Haiti is a non family duty station***

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.

**Please note that candidates who are interested in this position should hold citizenship or be entitled to independently obtain a valid work permit of the country for which the position is opened.***

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 -Haiti

Haiti

The UNOPS Haiti office supports international partners and the Haitian Government in their work to improve lives following the 2010 earthquake. UNOPS project managers and their local employees are helping to check the safety of damaged houses, build transitional shelters for homeless families, provide cleaner toilets for those living in camps, clear canals of debris to prevent floods, repair roads, and construct maternity centres and schools.

Additional information