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

UNOPS South East Asia Multi-Country Office (EAPMCO) The South East Asia and Pacific Multi Country Office (EAPMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. EAPMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries South East Asia - 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines. EAPMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises nine business units: SEMCO Thailand, EAPMCO Indonesia, EAPMCO Pacific Operations Cluster, EAPMCO Papua New Guinea, EAPMCO China, EAPMCO Vietnam, EAPMCO Lao PDR, EAPMCO Philippines and EAPMCO Cambodia.

In 2022, the UNOPS EAPMCO implemented projects worth more than USD 95.7 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.

The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of 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.

Under the overall guidance and supervision of the functional supervisor, reporting to the Support Services 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.

UNOPS in Papua New Guinea

The EAPMCO Papua New Guinea was established in early 2020 to support the implementation of design and construction of infrastructure, sustainable procurement, capacity development to support technical and governance excellence, programme management, and to facilitate access to funding sources in Papua New Guinea.

As an established office since 2022, EAPMCO PNG is demonstrating significant growth and portfolio diversification potential in a short period of time. Working with an increasing number of development partners, in 2023 EAPMCO PNG is quickly being recognised as a responsive and quality partner in climate change resilient infrastructure, sustainable procurement and governance support to the Government of PNG in its service delivery obligations to the people. There are a number of projects currently in the pipeline which will expand the portfolio of existing projects for the office.

Functional Responsibilities

Functions / Key Results Expected:

1. Management
2. Premises, Logistics and Asset Management Services
3. Team Management
4. Information and Knowledge Management

Under the general guidance and supervision of the Support Services Manager, the incumbent's responsibilities include the following:

1. Management

• 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.
• Ensures availability of personnel and resources for work commitments, facilitating optimal workflows.
• Partners with clients and supervised personnel to develop client service agreements.
• Monitors team performance and client satisfaction, instituting work, processes, and team modifications for optimal results.
• Implements the control mechanisms for administrative services, including maintenance of administrative control records such as commitments and expenditures.
• Executes designated transactional/certification roles in OneUNOPS/Enterprise Resource Planning (ERP) system.
• Drafts and/or oversees the compilation of data and research for the planning of financial resources/administrative budget for administrative/logistical services.
• Manages commitments and expenditures.
• Ensures that all protocol related documentation (passports, UNLPs, UN Certificates, visas and permits, diplomatic IDs, etc) for all international personnel assigned to work in the country are valid at all times and updated records are maintained.
• Guides and manages protocol matters, ensuring efficient delivery of client services, such as advisory services to staff, and obtaining host government authorizations.
• Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space, and other administrative matters.

2. Premises, Logistics and 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 management, events management, inventory management, administrative surveys, transportation management, and building/facilities/space management.
• Authoritatively interprets organizational procedures and precedents to provide guidance for complex or unusual cases and situations.
• Takes leadership of asset management activities such as periodic physical verification of assets, disposal of assets, etc.
• Compiles periodic reports for various internal users (Finance, Senior Management, etc). These reports will be on various aspects of administration such as vehicle management, Travel management, asset management, and procurement.
• Certifies administrative goods and services delivered.
• Supervises directly or indirectly transportation services, including personnel/outsourced service providers, client service, conformity with procedures for office vehicle use, accidents, fleet maintenance, vehicle insurance, and monitoring of consumption.
• Actively participates in UN coordination meetings and activities.

3. Team Management (as applicable)

• Facilitates the engagement and provision of high-quality results and services of the team supervised through effective work planning, effective Task Management, performance management, coaching, and promotion of learning and development.
• Provides oversight, ensuring compliance by team members with existing policies and best practices.

4. Information and Knowledge Management

• Oversees the proper functioning of the 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.
• Actively participates in the drafting and/or revision of Standard Operating Procedures and general 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 training 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 affects 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. 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 education is required.
• Technical/Professional License or Diploma, First university degree or higher degrees, preferably in Business Administration, Public Administration, or relevant fields would be an asset and may substitute some of the required years of experience.
• In the absence of a degree, administrative certification is an asset.

Experience

• Minimum seven (7) years of relevant experience in general administrative, logistics, or operations support services in national or international public or corporate organizations in combination with a high school diploma or equivalent is required.
• Some experience in UN system organizations is desirable.
• Proficiency in computers and Google Suites and experience in handling web-based management systems are required.
• Experience in the use of Enterprise systems including OneUNOPS is desirable.

Language:

• Full working knowledge of English is required.
• Knowledge of another official UNOPS language is an asset

Contract type, level and duration

• Contract type: Local Individual Contract Agreement (LICA)
• Contract level: ICS-7/LICA-7
• Contract duration: Open-ended and subject to organizational requirements, availability of funds and satisfactory performance.
• Duty Station: Port Moresby, Papua New Guinea.

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

The position is open for application only for PNG nationals or with valid residence.

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.