Administration Senior Officer

Entry Mid Admin

Contract

This is a LICA Specialist-9 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 2 years of experience, depending on education. More about LICA Specialist-9 contracts.

Background Information - Job-specific

On 24 February 2022, the military of the Russian Federation invaded Ukraine, with strikes across the territory of Ukraine. Since then, Russia’s invasion imposes a severe humanitarian and socio-economic toll, global energy and food crisis, large-scale destruction of the country's infrastructure, and disruptions in the provision of critical services and degradation of social fabrics and communities’ ties, triggering one of the world’s most significant forced displacements.

Severe attacks on energy and critical infrastructure facilities leave millions of people without electricity, water or heating supply, struggling to access water, food, health services, materials to repair homes, among others. The continued attacks cause substantial damage to the country’s economy and agricultural production, and also affect the poorest countries worldwide.

UNOPS support to partners spans the humanitarian-development nexus from emergency response to building back better, across the housing, health, education, transport, energy and mine action sectors, through infrastructure, procurement and technical assistance / project management interventions, with the ultimate aim of supporting the country on its EU accession and in its achievement of the Sustainable Development Goals

Functional Responsibilities

Under the guidance and direct supervision of the Head of Support Services, the Administration Senior Officer is responsible for the quality of administrative support services provided within the Ukraine Multi-Country Office (UAMCO). He/she analyzes and interprets the administrative rules and regulations and provides solutions to complex issues related to administration. The Administration Senior Officer promotes a collaborative, client-focused, quality and results-oriented approach.

The Administration Senior Officer may supervise and lead the team of administration personnel within the UAMCO. The Administration Senior Officer works in close collaboration with the support services, programme and project teams locally and with UNOPS HQ colleagues, UN agencies and Government officials, to successfully deliver administrative services.

Summary of Key Functions 1. Oversee management of UNOPS premises 2. Management of administrative services and supervision of administrative team 3. Ensures effective management of UAMCO Fleet 4. Team Management 5. Facilitation of knowledge building and knowledge sharing

Ensures management of UNOPS premises, focusing on achievement of the following results: - Management of office premises; negotiations with building owner regarding contractual arrangement and office lease renewal in consultation with the UAMCO management team. - Promotion and implementation of energy-saving and green office policy. - Management of maintenance/repair/washing/painting work of the office premises and environment. - Supervision of the cleaning and maintenance team to ensure effective and efficient services be provided in Kyiv office - Evaluation and monitoring of the timeliness and quality of administrative tasks (e.g. e.g. cleaning services and supplies, drinking water supply, other third-party service providers) on a regular basis. - Coordination with Programme Leads located in UAMCO Field offices in Ukraine, Moldova and Poland - for the management and maintenance of UNOPS’ Office leases and premises in these locations - Maintenance of UAMCO Office Leases register, ensuring timely renewals and further monthly payment of rent to respective Landlords - Coordination with other UN Agencies where UNOPS is co-sharing office space or otherwise, Agencies co-sharing with UNOPS, as regards sub-leases and shared services.

Ensures proper assistance to management on Office premises health, safety and environmental (HSSE) -related issues,t of the following results:

• Analysis and identification of potential issues related to office health and safety standards and procedures and proposal of improvement and enhancement options for the review of management.
• Support in the monthly assessment and of quarterly Health, Safety, Security and Environment (HSSE) risk assessment and Incident Reports, ensuring key findings are promptly reported to HoSS
• Update of security briefing note and Welcome briefing of UNOPS visitors and personnel on travel logistics and context-specific matters.

Ensures effective management of the UAMCO administrative services and supervision of the administrative team, 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
• UNOPS’ administrative resources fully and properly accounted for; adequate and functioning internal control systems.
• Assessment of expenditure in administration (office premises, assets, travel, etc.) for previous years; estimate of new requirements and preparation of budget plans for designated areas of work.
• Collaboration in the administration of common premises to ensure efficiency, cost- effectiveness and timeliness of operations and services.
• Contract negotiations with vendors and service providers to ensure cost-effective services and of quality and timely service.
• Preparation and monitoring of the team work-plans. Supervision and guidance to the staff in the administrative team, including the drivers’ team, handyman and administration personnel, for satisfactory performance and client-oriented services.
• Efficient and effective cooperation among different sub-teams in terms of achieving results.
• Administrative advice and support to international staff and consultants (e.g. assist international staff and consultants in finding suitable housing according to their needs within a short time frame).
• Drafting of correspondence and internal procedural directives relating to administrative matters
• Administrative support to key events (e.g. conferences, VIP visits, UN Day, etc.) on a timely and quality basis.

Ensures effective oversight and management of UAMCO Fleet and personnel transportation support: - Provide guidance to Fleet personnel regarding effective use of and maintenance of UAMCO Fleet Management, ensuring efficient coordination of personnel transportation services, including administration and oversight of use of WFP shuttle services in Ukraine. - Provide regular oversight over the mobilization of vehicles and drivers in support of UNOPS personnel official transportation needs - Oversee UAMCO’s facilitation of personnel travel within Ukraine and cross-border movements, ensuring swift and safe transportation solutions.

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 Office, synthesis of lessons learnt/best practices, and sound contributions to UNOPS knowledge management initiatives. - Development of tools and platforms for operations and data management, ensuring information and knowledge sharing with colleagues, clients and partners - Organization and conduct of training for the operations/ projects staff on administrative-related topics. - Briefing/debriefing of staff members on issues relating to area of work - Sound contributions to knowledge networks and communities of practice. - Synthesis of lessons learnt and best practices in administration.

Impact of Results:

The key results have an impact on the overall efficiency of the office administration management and success in introduction and implementation of operational strategies. Strategic approach to administration management, effective and efficient administrative support, and timely and appropriate delivery of services ensure client satisfaction and overall effective delivery of UNOPS programmes and projects.

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: - Master’s degree (or equivalent) in Business or Public Administration, or related fields with 2 years of relevant experience, OR. - A first-level university degree in Business or Public Administration, or related fields with 4 years may be accepted in lieu of the advanced university degree.

Experience: - Relevant experience is defined as an experience in Administrative Management, Logistics, Fleet Management or Travel Management - A minimum of 2 years of relevant experience at the national or international level is required - Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions).

Language: - Fluency in English (read, write and speak) is required - Fluency in Ukrainian (read, write and speak) is required

Contract type, level and duration

Contract type: Local Individual Contract Agreements (LICA) Contract level: LICA 9 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

This is a local position, it is therefore open to Nationals of Ukraine and to individuals who have a valid residence/work permit.

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.

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Added 8 hours ago - Updated 8 hours ago - Source: jobs.unops.org