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 ongoing conflict in Yemen has caused significant disruptions to the supply chain and to the overall availability of services. In light of the reduced or even absent provision of public services, communities have adopted various coping strategies, including using alternate water and energy sources, relying on alternate service providers and community-based service delivery initiatives to address the shortfall.

Physical damage to infrastructure and the lack of functionality in one sector often spills over into other sectors with significant consequences on both the access to, and quality of services, that are often interrelated. For example, in some cities, the lack of functionality in the water sector is tied most directly to the lack of electricity rather than to physical damage to water infrastructure. As a result, wastewater continues to overflow into streets, which in turn has significant implications for the health and transport sectors. Similarly, the absence of electricity across many cities in Yemen is not solely tied to infrastructure damage of energy facilities but rather to the lack of fuel, amongst others due to severe transport limitations and access constraints. These cross-sectoral linkages demonstrate the need for an integrated, multi-sectoral approach that provides synergies and responds to the multi-faceted needs on the ground.

UNOPS is undertaking a multi-sectoral engagement aimed at restoring urban services mainly in energy,

Under the overall guidance and supervision of the 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. The Administration Senior Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.

Functional Responsibilities

1. Management and Administration Support
2. Logistics, Asset Management Services
3. Fleet Management and Vehicles Supervision
4. Team Management
5. Information and Knowledge Management

1. Management and Administration Support - Manages the work area, ensuring the efficient and effective delivery of client services and processes in full compliance with UNOPS rules, regulations, policies, and strategies, as follows: - Ensures availability of staff and resources for work commitments, facilitating optimal workflows. - Partners with client and supervised personnel to develop client service agreements. - Monitors team performance and client satisfaction, instituting work, process and team modifications for optimal results. - Implements the control mechanism for administrative services, including maintenance of administrative control records such as commitments and expenditures. - Executes designated transactional/certification roles in OneUNOPS/Enterprise system. - Drafts and/or oversees compilation of data and research for planning of financial resources/administrative budget for administrative/logistical services. - Manages commitments and expenditures. - Screen all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other personnel; wherever possible. - Follows up on the BOS updates - Maintain continuous contact and dialogue with Government Ministries and Departments concerned on Protocol matters; and advice management accordingly. Draft correspondence as required. - Process and facilitate residency and work permits, as well as driver licenses, and UN IDs, duty-free for eligible personnel. - Advice travellers on visa requirements. Prepare and raise required documentation to the relevant authority to obtain entry/exit visas and travel permits for UNOPS personnel and visitors. - Establish and maintain a monitoring tool for protocol related issues. Update the status of each case; and report to supervisor on regular basis. - Assist with interpretation and translations during trainings and meetings - Participate in and contributions to the relevant workshops, staff/operations/programme meetings and seminars to provide information, updates and event management support. - Continuously follow up with relevant Government office for current and up-to-date information on policies related to visas, work permits, tax exemption requirements, customs clearing etc; and advice UNOPS staff - Support in securing, facilitation and the management of the personnel accommodation and related tasks. - Assists all personnel with Travel and movement. - Process movement of personnel (MOP) documents in the UN Field Support Suite system and coordinate approval within mission portal; - Raise Travel Authorizations (TA) for official travel and review TAs raised by personnel for non-official travel in relation to R&R and leave and verify for conformance and compliance with the UN and UNOPS Travel SOPs; - Liaise with UNDSS/FSA for security matters, and act as Security Focal point when needed. - Perform any other relevant task assigned by supervisor or senior management

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, co-ordinates 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. - Authoritatively interprets organizational procedures and precedents to provide guidance for complex or unusual cases and situations. - Oversees implementation of logistics system in accordance with UNOPS logistical procedures. - Guides and manages protocol matters, ensuring efficient delivery of client services, including registration of and advisory services to staff, and host government authorizations. - Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space and other administrative matters. - Certifies administrative service.

3. Fleet Management and Vehicles Supervision - Supervises directly or indirectly transportation services - To supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption. - Ensures prompt reporting and investigation of 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 - Supervises the official cars and ensures maintenance of the specialized vehicles is thoroughly conducted. - Provides oversight, ensuring compliance by team members with existing policies and best practices. - Facilitates the engagement and provision of high quality results and services of the drivers supervised through effective work planning, performance management, coaching, and promotion of learning and development.

4. Team 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. - Provides oversight, ensuring compliance by team members with existing policies and best practice.

5. 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. - Supervises the updating of Intranet on standards, tools, and information for administrative services. - Provides sound contributions to knowledge networks and communities of practice. - Synthesizes and disseminates best practices to internal collaborators and networks. - Participates, organizes and delivers trainings for the operations/ projects staff in administration/logistics.

Impact of Results The effective and successful achievement of key results by the Administration Senior Associate directly affect the overall efficiency of the office’s provision of administrative services, impacting its 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.

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

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

Experience: - Minimum of seven years of relevant experience in general administrative, logistics, or operations’ support services in national or international 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 highly desired. - Experience in use of Enterprise systems including OneUNOPS is desirable

Lanugate: - Full working knowledge of English, and Arabic are required. - Knowledge of a second UN or regional working language is an asset

Contract type, level and duration

Contract type: Local ICA contractual modality Contract level: LICA 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 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.