Support Services Senior Associate

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

Austria Multi-Country Office (AUMCO) The Austria Multi-Country Office (AUMCO) is part of the UNOPS Europe and Central Asia Region (ECR). Specifically, AUMCO aims to enable the achievement of Agenda 2030 and the Paris Agreement through global programmes and tailored interventions in the Balkans, South Caucasus, and Central Asia, focused on Infrastructure, Procurement, Project Management (full service, back on track), HR and Transactional Services, Grants Management and Technical and Advisory Services.

Uzbekistan Office Under the purview of AUMCO, the UNOPS Uzbekistan Office, established in Tashkent in October 2022 supports the Government of Uzbekistan’s development efforts in the country, through the provision of effective project management, infrastructure and procurement services. At present, the office has signed and has been implementing three engagements contributing to SGD3 (Good Health and Wellbeing), while actively working with the Government of Uzbekistan and development partners in diversifying its portfolio in line with the country’s development priorities including education.

Project Information

The UNOPS Uzbekistan Project Office currently has two ongoing projects both of which are major contributions to SDG3 (Good Health and Wellbeing).

The first project, “Support to Development of Oncology Services in Uzbekistan” is funded through a major loan from the Islamic Development Bank. UNOPS will support the Government of Uzbekistan in strengthening the preparedness of its national healthcare system and preventing and treating oncological cases in an effective and timely manner. By identifying, procuring, delivering, and operationalizing urgently needed medical, laboratory, radiological, and ICT equipment, the project will significantly contribute to improved access and quality healthcare services for local communities in 14 regional locations including Tashkent and throughout the country.

The second project is the “Uzbekistan COVID-19 Emergency Response Project” with the Republic of Uzbekistan's Sanitary and Epidemiological Welfare and Public Health Service (SES). Funded through two major loans from the Asian Development Bank and the Asian Infrastructure Investment Bank. In this project UNOPS will support the Government of Uzbekistan to upgrade up to 54 existing laboratory and treatment facilities across the country, procuring diagnostic equipment and supplies, and establishing an ICT system for monitoring the epidemiological situation to strengthen preparedness and resilience to the COVID-19 pandemic and other epidemics.

*** Only nationals of Uzbekistan or persons in Uzbekistan with residence and work permit are eligible for this position*** *** Qualified female candidates are strongly encouraged to apply***

Functional Responsibilities

Under the overall guidance and supervision of the Senior Operations Manager, the incumbent manages a team, performing a range of specialized, technical and general, administrative support services, and transactions for discrete work areas in administration and logistics, ensuring efficient, client-oriented and effective service delivery. The Administration Senior Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.

1. Administration Management and Security Management Services - Full compliance of support services activities with UNOPS rules, regulations, policies and strategies. - Provision of inputs to the support services business processes mapping and implementation of internal standard operating procedures (SOPs). - Research and provide proposals and implementation of cost-saving initiatives and initiatives to improve efficiency in support services matters. - Ensures availability of staff and resources for work commitments, facilitating optimal workflows. - Partners with client and supervised personnel to develop client service agreements. - Monitors team performance and client satisfaction, instituting work, process and team modifications for optimal results. - Implements the control mechanism for administrative services, including maintenance of administrative control records such as commitments and expenditures. - Executes designated transactional/certification roles in OneUNOPS/Enterprise system. - Drafts and/or oversees the compilation of data and research for planning of financial resources/administrative budget for administrative/logistical services. - Manages commitments and expenditures. - Identification of bottlenecks in financial and administrative areas, suggesting alternative solutions to resolve issues in compliance with broader UNOPS policies, rules and procedures. - Work under the guidance and supervision of the functional supervisor, within the Support Services team and in close coordination with the Project Managers and the office management team to provide a comprehensive range of specialized and administrative support services for the management of security and safety operations. - Promote a client-oriented approach consistent with UNOPS rules and regulations and UN Security Management System policies. S/he will be responsible for resolving security related issues and information exchange in a timely fashion.

2. Logistics, Asset Management 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. - Manages, co-ordinates and supervises processes and services in shipments and customs clearance, travel, events management, supply and assets management services, inventory control, issuance of inventory items and supplies, administrative surveys, transportation services and insurance, building/facilities/space management, office supplies. - 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. - Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space and other administrative matters. - Compiles information on administrative services provided for cost-recovery bills. - 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. - Ensures prompt reporting and investigation of vehicle accidents, damage, loss or theft of items; updates and maintenance of vehicle history report. Supervises external contractors for transportation services, including client service and processing of invoices as applicable.

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 area’s 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 the Intranet on standards, tools, and information for administrative services. - Organize, facilitate and/or deliver training and learning initiatives for personnel on Administration-related topics. - Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in human resources. - Collect feedback, ideas, and internal knowledge about processes and best practices and utilize them productively.

Education/Experience/Language requirements

Education - Completion of secondary school is required. - First University Degree in Business Administration, Public Administration,] or equivalent disciplines is desirable but not required. - A Bachelor’s Degree may substitute for 4 years of relevant experience and a Masters Degree may substitute for 6 years of relevant experience. - In the absence of a degree, administrative certification is an asset.

Experience - Minimum of seven years of relevant experience in general administrative, logistics, or operations support services in national or international public or corporate organizations. - Some experience in UN system organizations is desirable. - Proficiency in computers and office software packages (MS Office and/or Google Suite) and experience in handling web-based management systems are required. - Experience in the use of Enterprise systems including OneUNOPS is desirable.

Language Requirements - Working knowledge of English is required. - Fluency in either Uzbek or Russian is required. Fluency in both is an asset.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement (LICA) Contract level: Local Support Level 7, LICA-7, ICS-7 Contract duration: Open-ended, subject to organizational requirements, availability of funds, satisfactory performance, and project duration.

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.

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.