Administration Senior Officer

Contract

This is a IICA-1 contract. This kind of contract is known as International Individual Contractor Agreements. It is normally internationally recruited only. It's an external contract. It usually requires 2 years of experience, depending on education. More about IICA-1 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. 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.

The UNOPS Strategic Plan 2022-2025 highlights the importance of channeling public and private investment in sustainable infrastructure, and harnessing the power of innovation and technology. With its focus on efficient implementation, UNOPS has accumulated more than 25 years of insights and expertise on the ground deeply rooted in project operations.

UNOPS’ presence in Nordic countries is focused on the thematic importance of climate action, global innovation and the sustainable development agenda supporting the acceleration of solutions for climate change in developing countries.

Under the overall guidance and direct supervision of the Partnerships Advisor, and in close coordination with the UNOPS Helsinki office and UNOPS HQ, the Administration Senior Officer will have the important responsibility of managing the daily operations of the UNOPS Helsinki Office.

Functional Responsibilities

Under the overall guidance of the Risk Management Specialist, the Administration Senior Officer will:

1. Ensures effective management of the Helsinki Office administrative services, focusing on achievement of the following results:

• In-depth analysis and monitoring of administrative services; recommendations for changes in policies, systems and procedures to ensure services are aligned with changing business needs and objectives
• Provide support to the Helsinki Office team, including business travel arrangements, coordinating participation at conferences and meetings, reviewing and producing expense reports and other financial and administrative tasks;
• Provide support on the procurement process including stationery, office supplies and other goods and services as required;
• Ensure provision of professional services from vendors/suppliers in an efficient manner; assist in the procurement process to ensure compliance with UNOPS’ procurement policy and procedures;
• Workflow and scheduling: assistance in setting and managing priorities and work-flow. This includes but is not limited to handling schedules, independently resolving scheduling conflicts, providing multifaceted wide-ranging assistance, arranging meetings and ensuring all logistics (hospitality, conference rooms, audiovisual, video conferences, visitor passes, etc.) are arranged in a timely manner;
• Act as a focal point for all Helsinki Office events organized at the Helsinki office; receive visitors by greeting and directing them appropriately;
• Monitoring and analysis of the operating environment, timely readjustment and improvements of the operations;
• Provide support on the People Operations including benefits and entitlements, HR processes and payroll support;
• Provide support on protocol matters, ensuring efficient delivery of client services, including registration of staff and host government authorizations;
• Provide support on liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space and other administrative matters;
• Exercise judgment, tact and diplomacy in answering and/or redirecting inquiries to appropriate sources and dealing with sensitive matters;
• Full compliance of operations with UNOPS rules, regulations and policies, implementation of corporate operational strategies, support the establishment of management targets and monitoring of achievement of results;
• Perform other related duties as required.

2. Ensures provision of reliable logistics and asset management support, focusing on achievement of the following results:

• General office responsibilities, including ordering of supplies & equipment and liaising with the local property manager and others as necessary;
• Provide physical asset management support for the office; estimate of new requirements and preparation of budget plans for designated areas of work.

• UNOPS’ administrative resources fully and properly accounted for; adequate and functioning internal control systems.

• Provide editorial assistance, specialized support for database management, task and event management, planning and logistics; provide research support and use relevant IT software to retrieve, maintain and manipulate data; maintain accurate and efficient filing (paper and electronic).

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

• Knowledge building and sharing with regards to management and operations in the Helsinki Office;
• Sound contributions to UNOPS knowledge networks and communities of practice;
• Synthesis of lessons learnt and best practices in administration.

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

• Advanced university degree (Master’s degree or equivalent), preferably in Business or Public Administration or related field. A Bachelor’s Degree (or equivalent) in Business or Public Administration or related field with two additional years of experience may be accepted in lieu of the Master’s degree.

Experience

• With an Advanced University Degree at least two years of relevant experience in the accounting/finance/administration area.
• Excellent computer skills, including advanced Excel/Google sheets skills and experience with accounting systems is highly preferred.
• Solid analytical skills with strong attention to detail is highly desirable.
• Well organized and ability to synthesize and conceptualize complex ideas is an advantage.
• Highly developed verbal and written communications skills, ability to convey complex messages succinctly and diplomatically is preferred.
• Proven ability to work collaboratively and collegially with a wide range of diverse and senior stakeholders and teams is an asset.
• Ability to anticipate problems and opportunities; with potential problems, surfaces contributing factors and resolves them before there is negative impact.
• Exceptional quality standards and an ongoing desire to push for new approaches and insights is an advantage.
• Able to establish priorities, meet deadlines and work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands is highly preferred.
• Experience in working with international organizations is highly desirable.
• Experience in working with local authorities in Finland is desirable.
• Experience in use of project management tools is an asset.
• Experience in use of Google Suite is an advantage.

Language Skills

• Excellent writing and oral skills in English is mandatory.

• Excellent writing and oral skills in Finnish is desirable.

• Knowledge of another official UN language is an asset.

Contract type, level and duration

Contract type: International ICA Contract level: ICS-9 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.

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.