Administrative Assistant

Contract

This is a LICA-4 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 4 years of experience, depending on education. More about LICA-4 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. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. 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.

Project Background:

The project ‘Mozambique Northern Crisis Recovery Project’ will be based in and around the City of Pemba in Cabo Delgado Province supporting the resettlement of IDPs from temporary settlement sites to 20 relocation sites. The project will support both IDPs and Host communities. The project comprises of 4 main components:

Component 1: psychosocial social support and community peace building; and enhancing State-society trust and confidence.

Component 2: provision of agriculture and fisheries inputs, cash for work programs for youth and women and the provision of kits for micro and small business development; and training on entrepreneurship and business management.

Component 3: the restoration of basic services, small works for agriculture production, education and health infrastructure and the construction or rehabilitation of school and health infrastructure and community services and amenities in temporary and relocation sites and host communities.

Component 4: strengthening of technical capacity of government authorities and local governments for conflict management. This component will also support project implementation, financial management, procurement, safeguards, reporting, and monitoring and evaluation.

The project will be implemented in collaboration with government authorities and will be guided by the various programme guidelines provided by the World bank- as the funding source.

The project team is expected to contain management staff, Safeguards and Monitoring and Evaluation staff and infrastructure staff and will require significant stakeholder and partner coordination and management.

Under the direct supervision of the Finance Specialist and under the overall guidance from the Project Team Lead, Administration Assistant manages and ensures the provision of efficient administrative, logistic and transportation support services to a relevant operational unit. In the discharge of her/his duties, the Administrative Assistant liaises with UNOPS programme support colleagues in order to ensure consistent service delivery for the office/programme. The Administration Assistant promotes a client, quality and results-oriented approach.

Functional Responsibilities

Summary of Key Functions:

1. Administrative support;
2. Logistics and asset management support;
3. Travel and transport support;
4. Support to knowledge building and knowledge sharing.

Administrative Support: - Handle routine administrative and process issues related to the project; - Provides administrative support to organising conferences, workshops, retreats; - Assist in the production of training documentation and reporting; - Records and issues minutes of meetings; - Petty cash management.

Logistics and Asset Management Support: - Conducts physical inventory checks, drafting periodic inventory and asset reports; - Registers assets on electronic systems; - Acts as a custodian for management of office stationery and other supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution; - Conducts and reports on surveys of office maintenance needs.

Travel and Transport Support: - Processes travel transactions (authorisations and claims) including in OneUNOPS system, requests for visas, identity cards and other documents for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations; - Provides information on air services, rates and travel schedules for specific itineraries. Processes travel claims in OneUNOPS and purchase orders for travel activities, payments, and contracts; - Prepares documentation for security clearances, processes hotel reservations, organises airport pickups, hospitality, protocol, customs and immigration support for UNOPS personnel as necessary.

Knowledge Building and Knowledge Sharing: - Maintains project’s documentation (hardcopy and online) including records and files, ensuring safekeeping of confidential materials; for easy reference and retrieval, document management, including file closures, archiving; - Maintains project’s drive and ensures adequate and complete filing by project team.

Impact of Results: The key results directly affect the overall efficiency of the team’s administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the Office/Project. 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

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: - A minimum of 4 years of administrative/operational experience in logistics and administration, with demonstrated capacity to meet performance indicators, and deliver results; - Ability to work with computer and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages; - Some experience in UN System Organizations is desirable.

Language Requirements: - Fluency in written and oral in Portuguese is required; - Intermediate level of English in written and oral; - Knowledge of a second UN or regional working language is an asset.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the Organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the Organization. (for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above) 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

1. Contract Type: Local Individual Contractor Agreement - LICA
2. Contract Level: ICS 4 / LICA-4

3. 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.