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 - 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.

Project Context

This project will support the strengthening of the chain of justice in the island of Sint Maarten by offering UNOPS turn-key services for the construction of a new rule of law facility. The project will be achieved in two phases.

The first phase will contribute to the complete definition of the components as follows:

• Design resilient, sustainable, and effective Transitional Facilities, which meet national and international human rights standards for prisoners and detainees in Sint Maarten.
• Design resilient, sustainable, and effective Long-Term Facilities contributing to strengthening national infrastructure capacity in the correctional sector enabling adequate, safe and humane detention, which facilitates reintegration of offenders back into society.

The UNOPS Panama Multi-Country Office covering Panama, Costa Rica and the Dutch and English Caribbean will open an office on the island of Sint Maarten to ensure close coordination with relevant stakeholders of the justice sector. The Administration Senior Associate will have a key role in the daily operational support of the UNOPS office in Sint Maarten, and will facilitate liaison and coordination with the Government of Sint Maarten and the country office in Costa Rica.

Functional Responsibilities

The Administration Senior Associate promotes a client, quality, and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner. Under the overall guidance and supervision of the Senior Project Manager, the incumbent manages a team, performing a range of specialized, technical, and general, administrative support services, and transactions for discrete work areas in administration and logistics, ensuring efficient, client oriented, and effective service delivery.

Summary of functions 1. Management 2. Logistics, Asset Management Services 3. Stakeholder management, coordination, and liaison 4. Information and Knowledge Management

1. Management - Support in the daily management of the work area, ensuring the efficient and effective delivery of client services and processes in full compliance with UNOPS rules, regulations, policies, and strategies. - Support staff and resources for work commitments, facilitating optimal workflows. - Under the guidance of the Senior Project Manager, partner with client and supervised personnel to develop client service agreements.

2. Logistics, Asset Management Services - Ensures effective and efficient provision of logistics and asset management support services, meeting client needs, and in compliance with UNOPS rules, regulations, policies and strategies. - Manages, coordinates and supervises processes and services in shipments and customs clearance, travel, events management, supply and assets management services, inventory control, issuance of inventory items and supplies, administrative surveys, transportation services and insurance, building/facilities/space management, office supplies - Oversees implementation of the logistics system in accordance with UNOPS logistical procedures

3. Stakeholder management, coordination, and liaison - Establish a solid working relationship with key project stakeholders. - Supports the Project Manager in communication tasks between the project team and the Government of Sint Maarten. - Manages communications with stakeholders and ensures stakeholders are aware of project activities, progress, exceptions, and are in a position to accept handover products.

4. Information and Knowledge Management - Facilitates the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development. - Oversees the proper functioning of area’s documentation/information system, including screening, indexing, classifying, storing, and disseminating information and/or reports and material ensuring conformity with relevant procedures governing the integrity of records and files. - Provides sound contributions to knowledge networks and communities of practice.

To access the full list of roles and responsibilities, please download the terms of references attached to the announcement.

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.

Education/Experience/Language requirements

a. Education: - Completion of secondary school is required. - First university degree preferably in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.

b. Experience: - Minimum seven (7) years of relevant experience (or less based on academic merits) in general administrative, logistics, or operations support services in national or international public or corporate organizations is required - Proficiency in computers and office software packages and/or experience in handling management systems is required. - Some experience in UN system organizations or development financial institutions is desirable. - Experience in use of Enterprise systems including OneUNOPS is desirable

c. Language: - Full working knowledge of English is required. - Knowledge of Dutch or a second UN working language is a highly desirable asset.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement

Contract level: LICA 7 (ICS 07)

Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance. This contract is established in the Regular Monthly Contract modality; continuous service provision is required during the contract period; the payments associated with the contract will be processed at the end of each calendar month.

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.

UNOPS is an equal opportunity employer and all qualified applicants will receive consideration for employment. We encourage female candidates to apply.

UNOPS seeks to reasonably accommodate with special needs upon request

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.

Additional information