Administration Senior Assistant

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UNOPS - United Nations Office for Project Services

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Application deadline 1 year ago: Sunday 5 Feb 2023 at 23:59 UTC

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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 - 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

Mali is facing a problem of weapons and explosive hazard contamination because of protracted and recent armed conflicts. The presence of explosive remnants of war (ERW), improvised explosive devices (IED) and insecure stockpiles of weapons and ammunition (obsolete, abandoned or neglected), poses a serious threat to civilians as well as to United Nations and humanitarian personnel operating in the country.

UNMAS deployed to Mali in January 2013 to conduct an emergency assessment of the situation with regard to explosive threats. In July 2013, the United Nations Multidimensional Integrated Stabilization Mission in Mali (MINUSMA) was established under Security Council resolution 2100 and is currently operating under Security Council Resolution 2584 (2021). In accordance with these mandates, the United Nations Mine Action Service (UNMAS) has engaged UNOPS PSC to implement a mine action programme in Mali to:

  • Improve the protection of civilians and facilitate humanitarian assistance;
  • Enhance national capacity to mitigate explosive threats and enable compliance with international treaty obligations;
  • Reduce the explosive threat to MINUSMA and United Nations personnel.

Functional Responsibilities

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.
  • Provides administrative support to conferences, workshops, retreats.
  • Compiles information for periodic audits.
  • Petty cash management.

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/UNDP 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 dependants, 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 dependants, 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.
  • Supervises external contractor for transportation services, including client service and processing of invoices.

3. Inventory, Asset Management, Custodial, Common Premises, and general Support

  • Conducts physical inventory checks, drafting periodic inventory and asset reports.
  • 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.

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

Any other tasks assigned by the supervisor.

QUALIFIED FEMALES MUST APPLY

Education/Experience/Language requirements

Education: - Secondary school (high school) diploma with 5 years of relevant experience is required; OR - First University Degree (Bachelor or equivalent) in Business Administration, Public Administration, or equivalent disciplines with 1 year of experience is required.

Experience: - Relevant experience is defined as experience in general administrative, or operations’ support services. - Within relevant experience, minimum of 1 year of computers and office software packages (MS Office) and handling of web-based management systems is required.

Language: - Fluent knowledge (read, write, speak) of French is required - Intermediate knowledge (read, write, speak) of English is required.

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: Local ICA 5 (ICS 5) 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 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.
Added 1 year ago - Updated 1 year ago - Source: jobs.unops.org