Programme Management - Senior Associate

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Application deadline 2 years ago: Friday 4 Feb 2022 at 23:59 UTC

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Contract

This is a LICA-7 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 7 years of experience, depending on education. More about LICA-7 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.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it. A flexible structure and global reach means that the organization can quickly respond to partners' needs, while offering the benefits of economies of scale. UNOPS in Somalia is a good example of where UNOPS is increasingly involved in complex implementation in areas of peace and security with multi-million dollar projects to support police development and justice involving countless stakeholders in a hugely complex and politically charged environment.

Programme General Background:

Nabadgelinta Soomaaliya (Making Somalia Safer - Somali Security and Justice Programme (SSJP)Phase II) is designed with an over objective to benefit Somalis from improved security and access to justice through inclusive approaches that enjoy broad based understanding, support and both elite and public confidence.

The programme aims to achieve the following intermediate outcomes building on the substantial gains and significant body of evidence and learning produced by the UK-funded and UNOPS-managed SSJP phase I:

Intermediate Outcomes 1: More effective public support for security and justice approaches that are fair, efficient and uphold individuals' integrity; Key influencers take action to promote attitudes and norms necessary to enhance responses to the concrete problems experienced by Somalis; and Security and justice institutions are increasingly accountable and responding more effectively to address the concrete problems experienced by Somalis.

Intermediate Outcomes 2: Social and political access and influence encourages Somali and wider international development decision makers to support more inclusive approaches to policy, legal and financial frameworks; and Continual improvement and adaptation of the programme approaches, including those that target social norms, based on structured learning that is communicated strategically.

To contribute to this programme and achieve the objective Programme Management Support, Programme Management-Senior Associate is one of the positions identified in the programme structure to support the following key functions.

Job Specific: Purpose and Scope of the Assignment

Under the overall guidance and supervision by the Programme Management Advisor (Fund Manager) of Nabadgelinta Soomaaliya Programme (Somalia Security and Justice Programme II), the incumbent will be responsible for a range of specialized, technical and general, administrative support services, logistics, ensuring efficient, client oriented and effective service delivery. S/he will promote a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.

Functional Responsibilities

Under the overall guidance and supervision by the Programme Management Advisor (Fund Manager) of Nabadgelinta Soomaaliya Programme (Somalia Security and Justice Programme II), the Programme Management - Senior Associate will responsible the following key functional responsibilities: 1. Management and Administrative 2. Logistics, Asset Management and Services 3. Team Management 4. Information and Knowledge Management

1. Management and Administrative:

  • Manages the work area, ensuring the efficient and effective delivery of client services and processes in full compliance with UNOPS rules, regulations, policies, and strategies.
  • Support the Senior Programme Manager and programme Management Advisor (Fund Manager) to ensure availability of staff and resources for work commitments, facilitating optimal workflows.
  • Implements the control mechanism for administrative services, including maintenance of administrative control records such as commitments and expenditures.
  • Execute designated transactional/certification roles in OneUNOPS/Enterprise system.
  • Draft and/or oversees compilation of data and research for planning of financial resources/administrative budget for administrative/logistical services.
  • Assist the Programme team with administrative duties such as travel booking; follow up procurement, HR and routine administration of service delivery.
  • Support the Programme on monthly calendar planning, alerting upcoming events, meetings, deadlines.
  • Continuously provide assistance with clerical and administrative support relating to projects.
  • Assist in organizing meetings and workshops - venue booking, send meeting invites and support in organizing logistics arrangements for meetings and workshops.
  • Drafting project communications, checking documents for accuracy and compliance with UNOPS format and requirements.
  • Support the Programme Management Advisor (Fund Manager) by reviewing the accuracy of shared common costs and booking in a timely manner.
  • Resolution of routine administrative and process problems, referring complex issues to the Supervisor with recommendations for course of action.

2. Logistics, Asset Management and Services:

  • Ensures effective and efficient provision of Logistics and Asset Management support services, meeting client needs, and in compliance with UNOPS rules, regulations, policies and strategies,
  • Oversees implementation of logistics system in accordance with UNOPS Logistical Procedures.
  • Guides and manages protocol matters, ensuring efficient delivery of client services, including registration of and advisory services to staff, and host government authorizations.
  • Supervises directly or indirectly transportation services, including personnel/outsourced service providers, client service, conformity with procedures for accidents, fleet maintenance, insurance, and monitoring of consumption.
  • Drafting contracts and process authorizations for service activities, and Certifies administrative services.
  • Review of Terms of Reference for consultancy service; initiation of recruitment on receipt of clearance from SPM;
  • Initiation of procurement actions through a requisition on receipt of clearance from Senior Programme Manager and Fund Manager.
  • Maintain contract tracking, reviewing invoices and supporting documentation to ensure that services provided are in conformity with the terms of the contract.

3. Team Management: - Facilitates the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development. - Provides oversight, ensuring compliance by team members with existing policies and best practices.

4. Information and Knowledge Management:

  • Oversees the proper functioning of the programme documentation/information system, including screening, indexing, classifying, storing and disseminating information and/or reports and material ensuring conformity with relevant procedures governing the integrity of records and files.
  • Supervises the updating of Intranet on standards, tools, and information for administrative services.
  • Provides sound contributions to knowledge networks and communities of practice.
  • Synthesizes and disseminates best practices to internal collaborators and networks.
  • Preparation of briefing materials as required for mission travel and/or discussion on project activities and status as requested/necessary.
  • Produce programme communication materials.
  • Liaison with programme team and operations to exchange information on administrative issues and seek co-operation.
  • Support the programme on report writing as necessary.
  • Maintain accurate programme and operational records (hardcopy and online), files/archive in consultation with Project Support Officer for ease reference and retrieval that includes relevant financial transactions.
  • Provide an input and update for accurate programme data and information to institutionalize and disseminate knowledge.
  • Perform other information and knowledge management related duties as required.

Impact of Results:

The effective and successful achievement of key results by the Programme Management-Senior Associate directly affects the overall efficiency of the office’s provision of administrative services, impacting its capacity to efficiently and effectively service the operational needs of the 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.

Education/Experience/Language requirements

Qualifications and Experience

A. Education - Secondary School Certificate is required. - Diploma Certificate in Public Administration, Business Administration, Social Sciences, International Relations and Communications, Programme/Project Management or other relevant disciplines with five (5) years of relevant professional experience may be accepted. - University Degree (Bachelor’s Degree or Master's Degree) in Business Administration, Public Administration, Social Sciences, International Relations and Communications, Programme/Project Management or equivalent disciplines is desired and may substitute some of the required years of experience.

Certification

  • Training in Programme Management/Project Cycle management, office management/administration is an asset.
  • PRINCE2® Foundation/Practitioner training certificate is an asset.

B. Work Experience

  • A minimum of seven (7) years’ relevant work experience in the general administrative, logistics or operations support in an international development agency or humanitarian work environment context is required.
  • Experience in management and coordination would be a considerable advantage.
  • Excellent interpersonal and communication skills including oral, written and skills;
  • Experience within the UN System is desirable.
  • Knowledge of UNOPS management systems is an asset
  • Ability to meet tight deadlines and work independently without supervision is an asset.
  • Experience in the use of Google Suite applications as well as experience in handling web-based management systems is desirable.

C. Language Requirements:

  • Fluency in written, reading and spoken English Language is required.

Additional Considerations

  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for the Desk Review will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • Work life Harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types.
  • Nairobi is a Family Duty Station.
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS. It is the policy of UNOPS to conduct background checks on all potential recruits/interns.

    Recruitment/internship in UNOPS is contingent on the results of such checks.

Contract type, level and duration

  1. Contract type: Local Individual Contract Agreement (LICA)
  2. Contract level: LICA 7 /ICS 7
  3. Contract duration: Ongoing based on organizational requirement, 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

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.

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background information - AFR

Africa Region

Based in Copenhagen, Denmark, the Africa Region supports UNOPS country offices in the region, providing financial oversight of projects, procuring goods and services and managing human resources. AFR helps ensure that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between projects across the entire region.

Somalia Country Office:

UNOPS Somalia Country Office (SOCO) has had a solid and continuous in-country expert presence successfully implementing programs since the mid-1990s, where it is currently undertaking various projects and initiatives in close collaboration with the Federal Government of Somalia (FGS), Federal Member States (FMS) and partners from the global donor community. UNOPS’ projects in Somalia focus on several key sectors that include infrastructure development, institutional capacity building, project management, advisory services, and procurement services. These projects cut across multiple sectors, including education, healthcare, national security, law enforcement, immigration services, justice, transport, and public works among others. UNOPS work in Somalia is geared towards driving growth and development in the country, a process that requires developing a close relationship with the FGS and the other development partners.

Through its involvement in Somalia’s development process, UNOPS is providing transparent and accountable solutions in the country’s state and nation-building process. In addition, UNOPS is also committed to implementing the United Nations Strategic Framework Somalia 2017 – 2020, with the aim of helping Somalia achieve the Sustainable Development Goals. UNOPS work within the context of these commitments means that the projects it implements in Somalia are specifically designed to provide long-term solutions in the country, leading to sustainable and inclusive growth.

What drives us is a passion to fight inequalities and to provide opportunities to those most vulnerable. This means we often work in the most challenging environments, building foundations for communities to function and people to live with dignity and respect.

To succeed here, he/she need to be able to combine creativity with the organizational skills to manage numerous different projects to tight deadlines simultaneously, as well as working with the different units to meet their expectations.

Added 2 years ago - Updated 2 years ago - Source: jobs.unops.org