Administrative Senior Assistant

Contract

This is a LICA-5 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 5 years of experience, depending on education. More about LICA-5 contracts.

Background Information - PSC

Peace and Security Cluster

The UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. It is led by the Director, who has overall authority and accountability for the performance PSC on behalf of its clients. The Director is responsible for administering and providing oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations.

UNMAS

United Nations Mine Action Service (UNMAS) is a division of the Office of Rule of Law and Security Institutions (OROLSI) in the Department of Peacekeeping Operations (DPKO). UNMAS is mandated by the United Nations General Assembly (RES/68/72) to ensure an effective, proactive and coordinated response to the problem posed by a wide range of explosive hazards. Legislative mandates also recognize UNMAS technical expertise in responding to threats posed by unsecured and unsafe conventional weapons and ammunition stockpiles. As an office within DPKO, UNMAS supports peacekeeping and special political missions in accordance with Security Council mandates.

UNMAS as a component of the United Nations Support Office in Somalia (UNSOS) provides explosive hazard management capacities, including mitigation, to ATMIS as part of a logistical support package. Non-lethal tactical advice and analysis is delivered by UNMAS technical advisors located in each ATMIS Sector Headquarters and at ATMIS Force Headquarters, who support ATMIS planning and operations. UNMAS support includes both enabling (“operate in spite of IEDs”) and response (“defeat the device”). As a component of the UN Mission in Somalia (UNSOM) UNMAS also supports the Federal Government of Somalia, including the Somali Police Force, Somali Explosive Management Authority and National Security Advisor.

Functional Responsibilities

*****CANDIDATES WITH NO UN OR UNOPS EXPERIENCE ARE ENCOURAGED TO APPLY** *****Qualified female candidates are strongly encouraged to apply****

Under the direct supervision of the Admin & HR Analyst and the overall supervision of the Admin & HR Manager, the Administrative Senior Assistant is responsible for:

Induction**

• Induct new staff on travel procedures and relevant documentation related to travel.
• Provide the clients with details about the travel inquiries such as visa requirements and mandatory inoculations required by the health Authorities before the travel commences.
• Ensure new staff members attend mandatory training such as SSAFE, and ETB by facilitating their travel.

General functions

• Coordinate with various Consulates and the Host Government regarding the provision of visas and work permits respectively.
• Conduct Liaison and Protocol functions.
• Register new Suppliers in oneUNOPS system after guiding them on how to fill in the relevant documents.
• Request FEMS UNSOS to secure accommodation before the arrival of the personnel and guests.
• Obtain all related supporting documentation related to travel and maintain working files for the travel related documents.
• Support to the planning and implementation of travel plans.
• Prepare, compile and disseminate admin related data to produce admin related reports for statistics and monitoring purposes.
• Draft and submit correspondence and related documentation for the signature of designated Authority.
• Support the planning organization and logistical arrangements for workshops, meetings, and retreats.
• Arrange for and support airport pick-up when required.

Travel Support

• Support the travel team with all travel related matters and Support the transaction of official mission travel.
• Raise admin and travel requests in oneUNOPS, TADA and JIRA Platforms and FSS.
• Support in booking official travel initiated via the United Nations aircraft for local travel.
• Support travel team with coordinating with staff on their travel dates, tickets, and updates on changes to their travel.

Payments

• Receive and process all payments for Admin, HR, Travel, Training Section.
• Initiate the payment process including Purchase Orders and Request for Payments for travel related payments in oneUNOPS ERP.
• Process and track airfare invoices and ensure that the travel agency invoice payments are settled by Finance Unit on timely basis.
• Follow up with the Finance section that the payments are disbursed on time.
• Alert the clients on any delays to their payments to ensure proactive customer service.
• Review travel claims and supporting documentation for completeness, accuracy, reasonableness, validity and conformity with UNOPS rules and regulations prior to forwarding them to Finance office for payment.

Admin & Travel Policies and Procedures

• Provide information to staff, Consultants and visitors on the admin policies and procedures in line with UNOPS rules, regulation, policy, procedure and strategy.
• Analyze and evaluate updated admin and travel procedures and policies and advise all personnel accordingly.
• Ensure validity of budget allotment by having expenditure codes assigned; checking availability of budget and maintain tracking of expenditure on travel.

Education/Experience/Language requirements

Education:

• First level University degree (Bachelor’s degree) in any field with one (1) years of relevant experience; OR
• High school (Secondary Education or equivalent ) with a minimum of five years of relevant experience is required.

Experience:

• Relevant experience is defined as experience in business administration, administration support, general administration, protocol, travel, support services or related experience.

Languages

• Fluency in English (writing, reading, speaking) is required.
• Fluency in Somali (writing, reading, speaking) is required.

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

1. Contract type: ICA
2. Contract level: local-LICA5
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

• 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.