Administrative Associate (Internal Candidates Only)

Overview

Provide administrative support to Executive Office effectively

You have:

• High School Diploma is required.
• First Level University Degree (Bachelor's or equivalent) is desirable and can substitute to 4 years of experience.
• Advanced university degree (Master’s or equivalent) is desirable and can substitute to 6 years of experience.
• With a high school diploma, 6 years of relevant experience in providing support and assisting executive leadership teams is required.
• Proven experience with the use of ERP system and Google suite applications is required.
• Proven experience in the application of UNOPS policies, rules and procedures is an asset.
• Proven experience in using Google Sheets (including pivot tables) is highly desirable.
• Fluency in English language is required.
• Fluency in other UN official languages is desirable.

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 4,916 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

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.

Contextual information about the position:

The Administrative Associate will be part of a dynamic and agile support team in the Executive Office (EO), which supports the Executive Director, the two Deputy Executive Directors, and the Chief of Staff.

The Administrative Associate will provide dedicated support to the Executive Director and the entire Executive Office on logistical, financial, and administrative matters.

The incumbent will play a pivotal role in ensuring effective and efficient support to the entire Executive Office team and needs to be a proficient user of UNOPS systems and the suite of google applications.

Key competencies to fulfil this role and responsibilities are: agility, results orientation, solution focussed, and effective communication. .

As the incumbent will engage directly with a variety of internal and external stakeholders the incumbent will be expected to act in accordance with the UN values of inclusion, integrity, humility and humanity at all times and throughout all areas of work and interactions.

Functional Responsibilities

Under the overall guidance and direct supervision of the Management Advisor, the incumbent will be responsible for the following:

1. Travel and logistics arrangements for the Executive Director and other Executive Office personnel

• Arrange all travel-related matters for the Executive Director, the Chief of Staff, and support/advisory personnel in the Executive Office, including ensuring appropriate security arrangements, booking of flights and hotels, processing requests for visas, etc

• Serve as the Executive Office focal point for UNOPS travel agent and help implement changes to travel plans, also when changes happen with short notice.

• Process travel authorizations, travel claims, and DSA in UNOPS ERP system (oneUNOPS).

• Ensure that all travel activities are compliant with UNOPS policies, rules and procedures, and maintain accurate records of transactions and related correspondence

2. Finance, procurement and administration

• Provide procurement support such as obtaining quotations, bids or proposals, participating in evaluations, creating purchase orders (POs) and receipts in UNOPS ERP (oneUNOPS). Liaise with the appropriate counterpart expert in procurement for advice, in order to ensure compliance with applicable policies, rules and procedures and the best use of resources.

• Ensure timely processing and payments of all office administrative expenditures and manage the Executive Office prepaid card, liaising with other teams, when necessary, and maintain accurate records of transactions.

• Assist in the preparation of the administrative budget for the Executive Office, and process budget revisions and GLJEs, as and when needed.

• Compile data, using UNOPS ERP system, to prepare accurate financial reports to facilitate continuous monitoring of expenditure and ensure alignment with approved budgets and work plans.

• Support the monitoring of contracts for retainers and consultants associated with the Executive Office.

• Provide administrative and logistical support for a range of Executive Office meetings, involving internal and external stakeholders (in-person and online/video).

• Coordinate matters related to the Executive Office space, including ensuring the provision of office supplies and equipment, and engage with relevant teams (HQ admin and ICT) when technical support is required by members of the Executive Office team.

3. Communication and knowledge management

• Assist with preparing correspondence and responding to external requests on behalf of the Executive Director, as and when needed, ensuring adherence to appropriate protocol and correspondence guidelines.

• Maintain a detailed filing system to ensure structured filing of relevant communication on behalf of the Executive Director.

• Routinely communicate with UNOPS country offices and other UNOPS teams, including for matters related to exchange of letters, host country agreements, and issuance of memos.

• Build and maintain Standard Operating Procedures (SOPs) to document key processes within the Executive Office.

• Proactively share/seek information and knowledge with/from colleagues and through relevant networks to contribute to a culture of learning and continuous improvement.

• Support onboarding of new colleagues, as and when needed.

• Contribute to the team effort in calendar management for the Executive Director and related tasks, as instructed by the supervisor.

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 - High School Diploma is required. - First Level University Degree (Bachelor’s or equivalent) is desirable and can substitute to 4 years of experience. - Advanced university degree (Master’s or equivalent) is desirable and can substitute to 6 years of experience.

Experience - With a high school diploma, 6 years of relevant experience in providing support and assisting executive leadership teams is required. - Proven experience with the use of ERP system and Google suite applications is required - Proven experience in the application of UNOPS policies, rules and procedures is an asset. - Proven experience in using Google Sheets (including pivot tables) is highly desirable.

Language requirements - Fluency in English language is required. - Fluency in other UN official languages is desirable

Contract type, level and duration

Contract type: Staff Contract level: G6 Contract duration: One year initially, renewable subject to satisfactory performance and funding availability

For more details about United Nations staff contracts, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/UN-Staff-Contracts.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.
• 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.

Potential interview questions