Travel Senior Assistant

Mid Senior Admin

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 - 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 worldwide. 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.

The UNOPS Hub in Amman implements projects in Jordan, Lebanon, Iraq, Syria, and Yemen, in partnership with bilateral donors, national governments, and other UN agencies. With an established presence across the region, the office runs operations including large-scale procurement, project development, and technical management, and provides financial, human resources, and infrastructure-related services. The functional objective of the UNOPS Hub in Amman is to deliver its projects efficiently and effectively and in line with the principles, rules, and regulations of UNOPS, to support the response to the current needs and national priorities in the region. The project team will be based in Erbil, Iraq, and will be supported by the UNOPS Hub in Amman. UNOPS has been active in Iraq since 2004, delivering close to 50 projects worth over USD 260 million. UNOPS has a very strong relationship with its key counterparts at both central and regional government levels in Iraq. The incumbent is responsible for abiding by security policies, administrative instructions, plans, and

procedures of the UN Security Management System and the UNOPS. UNOPS is committed to achieving a fully diverse workforce.

UNOPS is providing operational support to UNAMI in Iraq to facilitate electoral preparations and processes, with the primary objective of strengthening democratic institutions in Iraq by promoting regional parliamentary elections. The project aims to enhance the credibility and transparency of the Independent High Electoral Commission (IHEC) and promote inclusion and participation in electoral processes following national legal and policy frameworks. The project aligns with the Sustainable Development Goal 16 and the Iraq Vision 2030 plan. UNOPS will conduct an assessment of the capacity of relevant entities who will organize the upcoming elections and provide training needs, provide technical assistance, carry out a UN communication campaign, support national observation, and conduct post-election activities including a lessons learned workshop. UNOPS will recruit a team consisting of local and international staff to provide the requested assistance in the areas of support.

The Senior Admin Assistant works under the guidance and supervision of the Administrative Officer within the office of the Country and in close coordination with the office management team.

Functional Responsibilities

1. Administrative Support
2. Travel and Logistics
3. Knowledge Building and Knowledge Sharing

Administrative Support

• 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.

Travel and Logistics

• Processes travel transactions (authorizations and claims) including in OneUNOPS system, requests for visas, identity cards and other documents for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations.

• Provides information on air services, rates and travel schedules for specific itineraries. Processes travel claims in OneUNOPS and purchase orders for travel activities, payments, and contracts.

• Provide full cycle assistance with travel-related bookings & arrangements including transportation, hotel, visa applications in accordance with the UNOPS Travel Policy in a timely manner;
• Provide travelers with details about the travel inquiries such as visa requirements and mandatory inoculations required by the health Authorities before the travel commences;
• Communicate closely with travelers on their travel dates, tickets, and updates on changes to their travel;
• Ensure timely preparation of Travel Authorizations (manual and using electronic TADA tool) and submission of Travel Expense Claim forms and payment requests in the UNOPS ERP system;
• Ensure travelers obtain Security Clearance from the United Nations Department of Safety and Security and support travelers with raising security clearance requests on their behalf when necessary;
• Handle travel issues, conflicts, complaints, cancellations and refunds;
• Coordinate and maintain relationships with approved UNOPS travel agents;
• Conducts research on destinations and request Travel Agent for provision of most direct and economical routes;
• Support the enforcement of cost effective and advance planning measures to avoid last-minute bookings;
• Monitor and track progress with arrangement of travels, missions and events;
• Logistical support with organization of events (meetings, workshops, conferences);
• Ensure filing of all travel related documents in line with established procedure; and.
• Provides support with respect to protocol issues and requests for official documentation, focusing on achievement of the following results:
• Provision of accurate and comprehensive information to staff on the supporting documents needed IMay supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.
• Promptly reports and investigates vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
• Supervises external contractor for transportation services, including client service and processing of invoices.

Knowledge building and Knowledge sharing

• Supports the organization and delivery of training and learning initiatives for personnel on Administration-related topics.
• Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively
• Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above) 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.

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. - In the absence of a degree, administrative or travel certification is an asset

Experience: - Minimum of five years of relevant experience in general administrative, Travel 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 experience in handling of web-based management systems is required. - Experience in use of Enterprise systems including OneUNOPS is desirable.

Languages: - Full working knowledge of English and Arabic; Kurdish is a plus - Knowledge of another official UNOPS language is an asset.

Contract type, level and duration

1. Contract type: ICA
2. Contract level: Local ICA Support, level 5
3. Contract duration: 3 months

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. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. 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.

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Added 13 hours ago - Updated 13 hours ago - Source: jobs.unops.org