Logistics and Administration 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 - 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. The Head of Cluster is responsible to administer, provide support and 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. It is headed by the Head of Cluster who has the overall authority and accountability for the performance of the Peace and Security Cluster on behalf of its clients.

Background Information - Job-specific

Background: UNMAS Syria Response

Operating under the mandate of Security Council resolution 2165 (renewed in 2017 with SCR 2393) allowing cross-border assistance in Syria, UNMAS deployed the Syria Response programme at the request of the Deputy Regional Humanitarian Coordinator in August 2015 and subsequently activated the Mine Action Sub Cluster under the Protection Cluster to address the impact of explosive hazards within Syria. UNMAS is the lead agency for the Mine Action Sub Cluster for the Syria Response, working in support of the mine action response within Syria.

UNMAS provides leadership for the humanitarian mine action sector, working to reach affected civilian populations through the expansion and provision of humanitarian mine action services inside Syria, strengthening participatory approaches to programming, and mainstreaming mine action into wider humanitarian activities.

In Syria, 8.2 million people live in communities reporting explosive hazard contamination; men, women, and children, are exposed to the threat of debilitating injuries and death on a daily basis. According to the 2018 HNO, 2.9 million people inside Syria live with a permanent disability and there are 30,000 new conflict-related trauma cases per month leading to thousands of permanent disabilities requiring long-term and multi-dimensional support. Protracted conflict has eroded and overburdened the health system in Syria, so that large gaps remain in the provision of post-operative rehabilitation care. The conflict in Syria has been characterized by the extensive use of explosive weapons. Between January 2015 and May 2018, an average of 165 explosive hazard incidents were reported per day across the country.

Functional Responsibilities

Under the supervision of the Support Services Officer, the Logistics/Admin Assistant's functional responsibilities include, but are not limited to the following:

• Provide logistics support in organizing high level meetings, conferences, workshops and retreats,
• Book flight as required;
• Prepare and/or review travel authorization and ensure that travel claims are fully documented
• Process travel Expense claims and other travel entitlements such DSA, terminal expenses etc. for staff, consultants, meeting participants and other official travelers
• Process requests for visas and liaise with travel agent and/or national mission to ensure timely processing of visas
• Register each activity on the Travel Register in accordance with Standard Operating Procedures (SOP)
• Gather information for procurement process below $5,000 in line with procurement rules and guidelines.
• Process travel expenses according to established procedures and practice
• Drive UNOPS/UNMAS vehicles and execute tasks as assigned by the supervisor.
• Follow the rules and regulations of driving UNOPS/UNMAS vehicles at all times.
• Ensure the safety and security of vehicle, staff and cargo, ensuring that road discipline and traffic rules are observed.
• Manage the day-to-day maintenance of the assigned vehicle to ensure roadworthiness before departure.
• Fill in the inspection sheet of vehicle status and share with the supervisor. Report promptly any defects or malfunctioning of the vehicle that requires.
• Support with protocol matters, obtaining Note Verbal, and coordination with local authorities on support matters
• Assist on routine administrative and process problems, referring complex issues to supervisor with recommendations for course of action;
• Process incoming and outgoing mail and documentation; maintenance of the corresponding register and distribution as appropriate;
• Draft minutes, when required, and follow up as needed;
• Prepare standard replies to queries, advice, statistics etc., seeking critical input from all parties concerned;
• Prepare reports, charts, graphs and tables, applying skills in use of technology and information system in the organization, accuracy and compliance with UNOPS format and style;
• Prepare briefing materials as required for mission travel and/or discussion on programme activities and status;
• Receive shipments, customs clearance arrangements, preparation of documents for shipments (received/sent), arrangements for shipments.
• Prepare all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance;
• Ensure that consumables are available in the office.
• Perform any other duties as required.

Education/Experience/Language requirements

Education and Relevant Years of Experience:

• First-level university degree (bachelors or equivalent) with one year of relevant experience; or
• Technical/Professional diploma with two years of relevant experience; or
• Secondary school diploma (high school or equivalent) with a minimum of four years of relavant experience.

Work Experience

• Relevant experience is defined as experience in administration, procurement, logistics, operations, support services, or related field
• Computer literacy is required
• Knowledge of UN rules and regulations is desired

Languages:

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

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.

Contract type, level and duration

Contract type: Local Individual Contrator Agreement Contract level: LICA-4 (ICS-4) 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