Administrative Associate (Logistics)

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

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.

The UNOPS Amman Multi-country Office (AMMMCO) implements large-scale projects across Yemen targeting multiple sectors such as wash, infrastructure, health & Electricity to enhance the capacity of critical national institutions to improve the quality of life for the Yemeni people. These projects are implemented in partnership with bilateral donors, national governments, and other UN agencies. UNOPS has an established presence across the region, the office runs operations, including large-scale procurement, project development, and technical management, and provides financial, human resources, and infrastructure-related services. The functional objective of UNOPS Hub in Amman is to deliver its projects in an efficient and effective manner and in line with the principles, rules, and regulations of UNOPS in order to support the response to the current needs and national priorities in the region.

Under the overall guidance and supervision of the Logistics Officer, the incumbent provides technical and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and logistics, ensuring efficient, client-oriented client and effective service delivery. The Administration Associate promotes a client, quality, and results-oriented approach, ensuring the utilization of office resources in the most cost-effectively.

Functional Responsibilities

1. Assets Management Support
2. Inbound Logistics, & Fleet Management Support Services
3. Liaison with local authorities, implementing partners & key Stakeholders

1. Assets Management Support - Conduct equipment/ Assets write-offs for all items held at duty station. - Ensure all items held that have a limited shelf life are turned over (used or consumed) regularly. - Ensure all assets and equipment held by the project are stored safely, correctly, and securely as per the asset classification. - Maintain a comprehensive log of project.assets - Conduct asset verification exercise on a regular basis and upon request from the logistics officer. - Manage assets handover among field teams

2. Logistics, FleetManagement Services - Review shipping documents of inbound supplies, and verify their compliance with contract terms and approved distribution plans - Support on specifications, cost implications, and logistics arrangements for safe delivery of supplies - Support suppliers, customs clearance agents, and office team on required logistics arrangements to facilitate project implementation and the flow of supplies. - Followup the progress of the duty exemptions process with implementing partners, local authorities, and customs clearance agent - Ensure that all logistics activities are conducted as required by UNOPS according to UNOPS Financial Rules and Regulations and the applicable policies and procedures as well as the highest degree of personal and professional ethics; - Review shipping documents and shipment exemption requests for information consistency prior to communicating with official authorities - Track UNOPS shipments and coordinate delivery arrangements with the concerned stakeholders - Assists in planning, designing, and implementing appropriate logistics systems including warehousing and in-country transport capacity, including establishment of Long Term Arrangements and frame agreements for e.g. customs clearance, storage, transport and distribution as might be required. - Monitor and follow-up the timely clearance, delivery and handover of goods and consignments to partners - Report to the Logistics officer in Sanaa and communicate regularly with the Logistics team on all operational matters and highlight any issues as encountered - Manage the duty exemption process at all stages, including import clearances - Cover the duties of the Logistics Associate during his absence - Support city engineer during handover arrangements of project related supplies

3. Coordination with local authorities, implementing partners & key Stakeholders - Follow up with the official authorities on obtaining projects and import approvals - Submit and receive official letters between UNOPS and the local authorities - Coordinate between UNOPS and the implementing partners in preparing projects interventions and distribution plans - Attend logistics cluster meetings with other UN agencies and humanitarian partners - Coordinate with the official authorities on movement and transportation permits of project related supplies - Manage the logistical aspects of events and seminars between UNOPS, the official authorities and local implementing partners - Support AVs and vehicle rental arrangements in the duty station - Support hotel bookings and events management - Coordinate all activities with the Logistics Associate in duty station

Impact of Results The effective and successful achievement of results by the Administration Associate directly affect the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme. 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.

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: - Completion of secondary school is required. - First University Degree preferably in Business Administration, Public Administration, or equivalent disciplines is desirable but not required and may substitute for some of the required years of experience. - In the absence of a degree, an administrative certification would be an asset

Experience:

• A minimum of six years of relevant experience in general administrative, logistics, or operations support services in national or international public or corporate organizations is required.
• Some experience in UN system organizations is desirable.
• Proficiency in computers and office software packages (MS Office, GSuites) and experience in handling web-based management systems is desirable.
• Experience in use of Enterprise systems including OneUNOPS is desirable

Language: - Full working knowledge of English and Arabic is required. - Knowledge of a second UN or regional working language is an asset.

Contract type, level and duration

Contract type: Local ICA Contractual modality Contract level: LICA6 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.