Administration Senior Assistant (ICT Project Senior Assistant)

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

Background Information - Job-specific

*** THIS IS A LOCAL POSITION FOR WHICH ONLY APPLICANTS WHO POSSESS THE SPANISH NATIONALITY OR A VALID RESIDENCE AND WORK PERMIT IN SPAIN ARE ELIGIBLE FOR CONSIDERATION ***

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 Service Cluster (NYSC) 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 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.

Background Information – UNGSC

UNOPS has signed an agreement with the United Nations Global Service Center (UNGSC) and the UNGSC ICT Programme Support Team has the scope to manage and coordinate for the implementation for all Financial Agreements between UNGSC and UNOPS, also to provide related administrative support to UNGSC.

The Department of Operational Support (DOS) is responsible for the delivery and maintenance of the Field Technology Sections’ (FTS) infrastructure, systems and software applications in support of the operational requirements of Peacekeeping Missions, Special Political Missions, as well as Department of Peace Operations (DPO) and DOS at Headquarters.

The Office of Information and Communication Technology (OICT) is continuing to install, test and manage the complex array of ICT infrastructure systems required in Valencia and Brindisi. The Office is focused on implementing ICT architecture and standard-setting efforts; the planning and execution of major infrastructure improvements for the field; the development and implementation of, and support for, Organization-wide and major shared applications; integrated IT project management support activities; the coordination of disaster recovery and business continuity planning for the field; the planning of ICT investments in line with strategy and priorities; and, the operational oversight of ICT related functions at the United Nations Global Service Center (UNGSC) and its Service for Geospatial, Information and Telecommunications Technologies in the Global Service Centre, Valencia-Brindisi (SGITT). Background Information – Job-specific

UNGSC ICT Programme Support Team to UNGSC/SGITT is in charge of management and coordination for the implementation of all Financial Agreements between UNGSC and UNOPS. It also assists the GSC Programme Management Offices with monitoring and oversight of ongoing and future projects and work programs. It is also tasked with business relationship management (BRM) for a group of UN entities. Finally, it supports UNGSC with Material and Service Master Data Management, Financial and Accounting management for UNGSC/SGITT projects, Contracts management, Staff development, and Outreach with the Host Government of Spain.

The Administration Senior Assistant (ICT Project Senior Assistant) will carry out his/her tasks within the United Nations Global Service Center (UNGSC) Office in Valencia, Spain and will report to the ICT Manager.

The incumbent of this position will be a personnel of UNOPS under its full responsibility.

Functional Responsibilities

The Administration Senior Assistant (Project Assistant) is responsible for the following duties:

1. Administrative support
2. Service management support
3. Communication support

1. Administrative support

• Provide general administrative support, maintain and update files/records on behalf of the Programme Manager
• Assist in reviewing and analyzing data gathered from the different UNGSC service management systems in order to capture an actual service achievement;

2. Service management support

• Identify any trends and update process and service owners about any opportunities for service improvement;
• Assist with the coordination of meetings and participate in the service management awareness program;
• Review reports to check measurement against predefined KPIs;
• Manage continuous service improvement register and present any recommendations to service and process owners;

3. Communication support

• Draft routine correspondence, reports and other documents; research and compile background materials for reports, briefings, etc.
• Develop communication plan with service and process managers;
• Ensure effective coordination within different offices of the UNHQ, UNLB, UNGSC, UNRSC and field missions in order to maximize possibilities of collaboration related to the project;
• Assist in the implementation and coordination of internal and external communication materials.

Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.

Impact of Results

The UNGSC SGITT’s requirements are immediate, and a project approach is determined to be the most suitable mechanism to rapidly provide the requirement resources and to build the capacity envisaged. Within the current capacity, UNGSC/SGITT does not have sufficient resources to address the resources intensive and specialized tasks for the activities outlined above. UNGSC/SGITT therefore determined that UNOPS personnel with adequate experience are essential to assist in implementing these activities in the role of Administration Senior Assistant (ICT Project Senior Assistant).

Education/Experience/Language requirements

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

Education:** - High School diploma or equivalent is required. - First level university degree may substitute for some of the required years of experience.

Experience: Required: - A minimum of five (5) years of progressively responsible professional and administrative experience in an international/multi-cultural organization in the field of ICT, finance, human resources, or other related fields is required. - Knowledge of MS Office is required.

****Desirable: (The following experiences are optional. Candidates who do not have them are welcome to apply)****

• Experience in service management and project support is highly desirable.
• Experience in writing of various communications materials and related documents is desirable.
• Good understanding of ITIL processes is an asset.

Language: Fluency in English (speaking, writing, reading) is required. Knowledge of a second official UN language is an advantage.

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: Staff Contract level: G5 Contract duration: One year initially, renewable subject to satisfactory performance and funding availability'

For more details about United Nations staff contracts, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/UN-Staff-Contracts.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
• 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 (around 4 hours) in your own time, before providing services to UNOPS.
• 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.

Background Information - Sustainable Development Cluster

Based in New York, the Sustainable Development Cluster (SDC) supports diverse partners with their peacebuilding, humanitarian and development operations.

The SDC’s services include grants management, development and special initiatives support, and technology support to the UN and UN agencies.

The SDC is part of the New York Service Cluster that supports the United Nations Secretariat, as well as a broadening community of 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.