Project Management Support- 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 - Pristina

UNOPS’ Pristina Office is part of the UNOPS Austria Multi Country Office in Vienna, as part of the UNOPS Europe & Central Asia Region (ECR). UNOPS presence in Pristina was established in 1999 to help the Kosovo Government and other partners achieve their development, peace and security goals and aims to enable the achievement of UN-SDG Agenda 2030 and the Paris Agreement through projects and tailored interventions by providing a broad spectrum of sustainable project management, procurement and HR Services to development partners in the following areas:

• Governance and Rule of Law;
• Provision of Health Sector Strengthening in response to the COVID-19 Pandemic;
• Infrastructure - Design development and Construction Project/Contract Management;
• Technical Assistance;
• Partner Personnel HR Management;
• Project Management (full service, back on track)

Functional Responsibilities

Under the supervision of the Senior Programme Manager, the Project Management Support Senior Assistant shall perform the following duties and responsibilities: Administration

• Researches and retrieves statistical data from internal and external sources; prepares statistical charts, tables and reports, extracting data from various sources;
• Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the head of the unit;
• Provides administrative support to conferences, workshops, retreats;
• Compiles information for periodic audits.

Procurement

• Assist in drafting bidding documents, evaluation reports and contract award submissions, ensuring consistency in format and content;
• Participate in the evaluation panels and bid opening committees;
• Process procurement transactions in UNOPS’ corporate system OneUNOPS;
• Assist in the preparation of Purchase Orders, Contracts, Long Term Agreements or their Amendments;
• Process invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment. Follow up to completion and inform clients;
• Monitor expenditures against allocations;
• Receive, review, log and route incoming communication and procurement requests/invoices;
• Prepare reports, tables, charts etc. applying technical skills and knowledge in formatting and presentations.

Logistics

• Act as an alternate focal point for Assets management processes: Assets verification, Inventory, depreciation;
• Process tax exemption requests for imported goods by the programme and its contractors;
• Arrange customs clearance of imported supplies, materials, equipment and/or vehicles;
• Serve as point of contact for customers on any Logistics related issues;
• Responsible for keeping appropriate documentation and logs to support all planned finalized orders.

Education/Experience/Language requirements

Education

• Secondary school diploma is required;
• A Bachelor degree in Business Administration or Social Sciences is an asset.

Work Experience

• Five years of relevant experience in project support services in combination with a secondary school diploma is required. Bachelor’s degree may substitute for years of experience;
• Experience in work with the international aid development sector, including the UN system, international NGOs and International Donors is desirable;
• Previous UNOPS experience is an asset.

Language

• Fluency in Albanian and English is required, Serbian is desirable;

Certification

• Driving license and ability to travel independently 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. 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

********This is a local position, it is therefore open to nationals of the Kosovo and to individuals who have a valid residence/work permit.********

Contract type: Ongoing ICA Contract level: Local ICA 5 Contract duration: Open-ended subject to organizational requirements, availability of funds and/or to 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 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 interviews will be notified.
• Qualified woman candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• 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
• 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. Recruitment in UNOPS is contingent on the results of such checks.

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 women candidates.

Work life harmonization

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