Administrative Associate

Contract

This is a LICA-6 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 6 years of experience, depending on education. More about LICA-6 contracts.

Background Information - Job-specific

Based in Copenhagen, Denmark, the UNOPS Integrated Practice Advice and Support (IPAS) serves all the regions and headquarters, primarily with advice and solutions to everyday implementation challenges. IPAS consists of a diverse team of subject matter experts in the six practice areas of HR, Administration, Legal, Finance, Procurement, Project Management and Infrastructure. IPAS has three main roles:

• Support for operations in the field offices: IPAS provides timely advice and supports actively finding solutions to everyday implementation challenges, based on policy and best practices. It also provides operational support in specific areas.
• Business efficiency: IPAS recommends changes to policies, processes and operating standards based on the feedback and experience of the field offices. IPAS also ensures transparent and efficient project implementation, in line with policy and business needs.
• Body of knowledge: IPAS contributes to research and coordination within the policy groups and project practitioners. It provides structured knowledge and subject matter expertise which is used across practice areas to provide coherent and tailored advice to the requesting offices.

The Asset Management Associate will be part of the IPAS Admin team that provides advice and support to all regions relating to asset management. He/she will support the overall management and control of UNOPS assets, from acquisition to disposal. The incumbent will assist in processing asset management related transactions, ensuring high quality and accuracy of work.

The position will be based in Panama City, Panama reporting to the Asset Management Specialist based in Copenhagen, Denmark.

Sneak peak of our working environment: https://www.youtube.com/watch?v=z8CyuSqczvI

Functional Responsibilities

Under the overall guidance of the IPAS Admin Team Lead and the direct supervision of the Asset Management Specialist, the incumbent will be responsible for the following tasks:

Asset Management

• Ensure full coordination and support for all asset requests received by IPAS Admin, from reception until closure,
• Manage approved asset requests for accuracy and generate the required asset movement transactions in the oneUNOPS ERP system and submit for review;
• Manage asset data accurately utilising UNOPS ERP system module for asset management;
• Review and ensure availability of appropriate documentation for each asset transaction in the ERP;
• Coordinate the overall bi-annual physical asset verification processes and post verification activities i.e. impairments, adjustments, disposals etc.;
• Act as the focal point and support to the assets practitioners with regards to all requests related to asset management
• Manage deadlines, commitments made in connection with quarterly closure activities pertaining to asset management Focal point for UN BOA requests related to UNOPS assets management

Other IPAS Admin workstreams: - Administrative and logistical support to IPAS ADMIN team in the areas of travel, insurance and asset management - Focal point for the development and communication of guidance material in Spanish for all IPAS Admin work streams ( policies, processes and tools)

Support in knowledge management and knowledge sharing:

• Contributes to knowledge building and knowledge sharing;
• Responsible for organizing and delivery of asset management training globally

Education/Experience/Language requirements

Education:

• Completion of Secondary / High School Education is required
• A University Degree in (preferably) Finance, Business or Public Administration or related fields is desirable and may substitute for some of the required years of experience, but it is not a requirement.

Experience:

• 6 years of relevant experience in accounting, administration or programme support service or similar areas (with a Secondary / High School diploma);
• Experience in the usage of computers and office software packages: G-Suite /Google Workspace (Google Sheets, Google Docs) OR Microsoft Office (MS Excel, Word);
• Experience in working in an ERP system is preferred.
• Experience in reporting and data analytics is an asset

Language:

• Fluency in written and spoken English is required;
• Fluency of Spanish is required
• Knowledge of another UN language is desirable.

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: ICA Contract level: LICA-6 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

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.