Administration Senior Associate

Contract

This is a LICA-7 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 7 years of experience, depending on education. More about LICA-7 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

Background Information - Mali Programme

Mali is facing a problem of weapons and explosive hazard contamination as a result 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 2531 (2020)). 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

Purpose and Scope of Assignment

Under the overall guidance and supervision of the Head of Support Services, and direct supervision of the Associate Administrative Officer, the Administrative Senior Associate supports in the overall management of administrative services, ensuring high quality and accuracy of work. She/he works in close collaboration with Project Managers, Operations, all Support Services unit and Project teams to exchange information and ensure consistent service delivery. Summary of Key Functions:

• Implementation of operational strategies
• Efficient administrative support
• Coordination of Registry and Receptionist functions
• Support to knowledge building and knowledge sharing

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UNOPS rules, regulations, policies and strategies.
• Support UNOPS administrative business process review and mapping as well as elaboration and implementation of the internal standard operating procedures (SOPs).

Ensures efficient administrative support, focusing on achievement of the following results:

• Maintain a good standard of advice and support to all clients for administrative functions. Coordinate the administration of national and international travel arrangements including; provision of advice on visa and entry formalities, provision of advice on airline stopover policies, provision of advice on travel entitlements, providing international ticket options and national travel schedules, provision of advice on security restrictions and requirements, review of travel documents, registering of travel, booking of travel, processing travel entitlement payments.
• Coordinate with UNMAS Mali regional offices administration and support personnel to ensure consistent level of administration support in all areas.
• Ensure all travel is registered on UNOPS Travel Registration Tool.
• Ensure UNMAS Mali Travel Tracking Tool remains up to date and travel processing is completed within required timeframes.
• Process Purchase Orders and Request for Payments in oneUNOPS for travel and other administrative expenses;

• Draft correspondence and internal directives relating to administrative matters;

• Ensure travel templates are updated to reflect current Daily Subsistence Allowance amounts and operational rates of exchange.

• Assist with the preparation of reports, travel plans, statistical charts and tables related to administration. This includes, but is not limited to; Quarterly International Travel Plan and UNOPS Greenhouse gas travel report.

Coordinates implementation of Registry and Receptionist functions, focusing on achievement of the following results:

• Provision of efficient general reception and information services.
• Provision of reliable registry services and filing.
• Monitors front office activities and supervises the respective receptionist.

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

• Guide and train personnel engaged in the administrative and reception services.
• Implementation and monitoring of administration quality management and implement corrective action where standards are not being maintained.

• Other duties as required by the Head of Section and the Head of Support Services.

  FEMALE CANDIDATES ARE HIGHLY ENCOURAGED TO APPLY.

Education/Experience/Language requirements

a. Education

• Bachelor’s Degree or equivalent in Administration, Management or similar field with a minimum of 3 years of relevant experience or;
• Secondary school (high school) diploma with a minimum of 7 years of relevant experience.

b. Work Experience

• Relevant experience is defined as experience in administration and travel related roles.
• Within relevant experience, minimum 2 years in travel management is required.

c. Language requirement

• Fluent in English and French (Read, Write and Speak) 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 Contractual Agreement Contract level: LICA 7 (ICS 7) Contract duration: 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 Considerations

• Qualified female candidates are strongly encouraged to apply.
• 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.
• 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.