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

Organisational Context: 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. 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 organisations.

Diversity

With over 5,000 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.

Ghana Multi-Country Office (GHMCO)

Established in 2015, Ghana Multi-Country Office (GHMCO) is based in Accra, and spans across West Africa, covering Ghana, The Gambia, Liberia, Nigeria, and Sierra Leone, supporting partners in achieving their development objectives through three main service lines: infrastructure, procurement, and project management.

The Multi Country Office head office in Accra provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all the entire Multi Country Office locations. It is also responsible for developing, delivering, and managing the portfolio of engagements in the country of the MCO location itself.

UNOPS in Nigeria

The UNOPS office in Nigeria has been supporting partners and the government of Nigeria to implement several development projects through its expertise to ensure sustainable project management. UNOPS Nigeria is in the process of expanding its area of engagement in cooperation with its development partners, focusing mainly on a portfolio of projects and programs in the infrastructure, environment, climate change, and governance sectors.

****Background Information about the** Projects**

NEWMAP

The Nigeria Erosion and Watershed Management Project (NEWMAP) aims to reduce vulnerability to soil erosion in targeted sub-watersheds. The project has been operational in Nigeria since 2013 with funding from The World Bank that ended in June 2022.

The “Nigeria Climate Adaptation – Erosion & Watershed project” represents a scale-up phase of the World Bank-financed NEWMAP, under a loan from the European Development Bank (EIB). The project consists of financing sub-investments (schemes) of sites affected by land degradation in Nigeria, including both gully erosion and degradation of drylands. The project involves two components – 1) Infrastructure, and 2) Technical Assistance.

The scheme selection is based on a multi-criterion ranking system, coupled with assessments on the level of readiness of the schemes and the capacity of the implementing state/s. All 23 states wish to participate in the project and are intended recipients of assistance from the project.

The project is implemented by a Federal Project Management Unit (FPMU), located within the Federal Ministry of Environment (FME), in coordination with the SPIUs that are established in each participating state.

RAAMP

The Nigeria Rural Access and Agricultural Marketing Project (RAAMP and RAAMP-2) is an initiative that has been financed by the World Bank and the French Development Agency (AFD), along with some contribution from the Government of Nigeria (GoN).

The EIB’s “Nigeria Access to Agri-Markets Framework Loan” consists of a framework loan to finance sub-investments proposed under the existing RAAMP. The purpose of the project is to strengthen the infrastructure related to the agriculture sector by (i) improving and expanding the rural roads network connecting farms to markets, whilst (ii) enhancing infrastructure to transform products and support local farmers to increase productivity.

The project has so far been implementing schemes across thirteen Nigerian states. The EIB loan may possibly target the six states that have not received RAAMP funding to date viz, Anambra, Benue, Borno, Cross River, Niger, and Taraba, that will involve the rehabilitation and upgrading of rural roads and agro-logistics centers in these pre-selected participating States.

RAAMP is implemented by a Federal Project Management Unit (FPMU), located within the Federal Ministry of Agriculture and Rural Development (FMARD), in coordination with the SPIUs that are established in each participating state.

Under a Financing Agreement with the Government of Nigeria, UNOPS has been requested by EIB to provide implementation and oversight support to both projects in the following areas:

• Screening and verification of schemes - assist EIB in screening the longlist against the set multi criteria and advise on final approval of shortlists to be financed under EIB loan.
• Procurement - assist EIB in ensuring alignment with EIB’s minimum requirements through prior and post reviews.
• Environmental and social risk management of proposed schemes – ensure E&S safeguard compliance through clearance of ESMPs and monitoring their implementation.
• Implementation Monitoring - oversight of the implementation of schemes and risk mitigating measures in coordination with the FPMU, SPIUs, the EIB, and relevant stakeholders through half-yearly monitoring missions, and Reporting on the implementation of schemes and the overall program performance.
• Technical Assistance - provision of technical assistance to the FPMUs/ SPIUs on above areas of intervention, as necessary.

The projects will be implemented within a 4 years duration but subject to organizational requirements, availability of funds and satisfactory performance.

The Role

The United Nations Office for Project Services (UNOPS) is looking for a Administration Senior Associate to offer operational support to the team on the project. The Administration Senior Associate will maintain a close eye on the operational performance, identify probable issues that may need attention, support in problem analysis and solution identification as necessary, coordinate resolution as per action-items assigned.

She/He may be required to work in a complex and challenging environment with limited resources.

Functional Responsibilities

Summary of functions:

Under the overall supervision of the Head of Support Services and in accordance with UNOPS procedures and practices the incumbent will be responsible for the following:

1. Management Support
2. Team Management
3. Logistics, Administration and Security Management Services

4. Knowledge Building and Knowledge Sharing

5. Management Support

• Coordinates individual work areas and coaches personnel in execution of standard office transactions, processes and client services for work areas, ensuring full compliance with UNOPS rules, regulations, policies and strategies and knowledge of the work areas.

• Monitors team performance against service agreements with clients, and client satisfaction

• Implements the control mechanism for designated administrative services, including maintenance of administrative control records such as travel, commitments and expenditures.
• Administers inventory control, supervising proper issuance of inventory items and supplies.
• Reviews travel authorizations, documentation, payments
• May be designated transactional role in OneUNOPS/Enterprise system
• Compiles data and researches information for planning of financial resources/administrative budget for administrative services.
• Provides general administrative services for the work area, managing the information flow, following up on the timeliness of responses for initiatives, correspondence, and queries, with internal and external stakeholders, including Security Focal Points of UN agencies and The UN Department of Safety and Security (UNDSS).
• Organizes meetings and briefings, arranges appointments, receives visitors, places and screens telecommunications, answering queries with discretion, and takes minutes and/or notes at meetings as directed by supervisors.

• Prepares reports, tables, databases, charts, etc., applying technical skills and knowledge in formatting.

• Facilitates emergency communications by operating specialized data-communication equipment.

• Maintains routine and confidential correspondence files / documents, ensuring the security of data and other sensitive information.

  2. Team Management

• Facilitate 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.

• Provide oversight, ensuring compliance by team members with existing policies and best practices.

  3. Logistics, Administration and Security 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, covering:
• Oversees implementation of logistics system in accordance with UNOPS logistical procedures
• Coordinates and supervises processes and services in shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, building/facilities/space management, office supplies.
• Coordinates supply and assets management services and physical verification of inventory items ensuring timely preparation and submission of periodic inventory reports
• Oversees protocol matters, ensuring efficient delivery of client services, including registration of 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.
• Compiles information on administrative services provided for cost-recovery bills.
• May 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 contractors for transportation services, including client service and processing of invoices.
• Work under the guidance and supervision of the functional supervisor, within the Support Services team and in close coordination with the Project Managers and the office management team to provide a comprehensive range of specialized and administrative support services for the management of security and safety operations.

• Promote a client-oriented approach consistent with UNOPS rules and regulations and UN Security Management System policies. S/he will be responsible for resolving security related issues and information exchange in a timely fashion.

  4. Knowledge building and Knowledge Sharing

• Organize, facilitate and/or deliver training and learning initiatives for personnel on Administration related topics.

• Provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in human resources.

• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

  Impact of Results: The effective and successful achievement of results by the Administration Senior Associate directly affects the overall efficiency of the individual team’s provision of administrative services, impacting the office’s 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.

Education/Experience/Language requirements

A. Education

• A minimum of Secondary School Certification/High School Diploma is required.

• First Level University Degree (Bachelor's Degree) in Business Administration, Public Administration, Procurement, Logistics, International Relations, Political Science or related areas with 3 years relevant experience may be considered in lieu of the 7 years relevant experience outlined below.

• A Master's Degree preferably in other relevant Administration background is a distinct advantage.

B. Work Experience

• Minimum of seven (7) years of relevant experience in general administration, logistics, or operations’ support services in national or international public or corporate organizations is required.
• Some experience in UN system organizations is desirable.
• Proficiency in computers and office software packages (eg. Google Office Suite or Google Workspace) and experience in handling web-based management systems is a distinct advantage.
• Previous experience working in Northeast Nigeria will be considered an advantage.

C. Language Requirement

• Fluency in written, reading and spoken English is required.
• Working knowledge of another 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: Local Individual Contract Agreement (L-ICA)
• Contract level: LICA 7/ ICS 7
• 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.
• Abuja, Nigeria is a family duty station.

Terms and Conditions

• 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.