Administration Associate, Dijbouti
Organization: UNOPS – United Nations Office for Project Services
Office: UNOPS – United Nations Office for Project Services in Djibouti
Closing date: Saturday, 20 April 2019
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.
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.
UNOPS Hub in Amman
The UNOPS Hub in Amman implements projects in Jordan, Lebanon, Iraq, Syria, Turkey, 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 UNOPS Hub in Amman is to deliver its projects in an efficient and effective manner and in line with the principles, rules and regulations of UNOPS, in order to support the response to the current needs and national priorities in the region.
The current conflict in Yemen has resulted in wide-spread humanitarian crisis, and has left 80 per cent of the population (21.1 million people) in need of assistance. The impediments on commercial imports to Yemen have led to severe lack of basic items. Should this situation continue to the point that basic commodities, are not imported and therefore not available in the market, the current humanitarian crisis will deteriorate even further.
In order to address the dire humanitarian situation in Yemen, the restoration of regular commercial cargo flows into the country is essential. UN Security Council resolution 2216 (2015) decided that Member States shall take necessary measures to prevent the direct or indirect supply, sale or transfer from or through their territories or by their nationals, or using their flag vessels or aircraft, of arms and related materiel of all types, including weapons and ammunition, military vehicles and equipment, paramilitary equipment, and spare parts for the aforementioned. In order to facilitate the unimpeded flow of essential commercial items, to Yemen, the UN has been requested by the Government of Yemen to provide a monitoring and inspection service that ensures that commercial cargo entering Yemen’s territorial waters is compliant with UNSCR 2216 (2015).
The United Nations Office for Project Services (UNOPS) has been requested to operationalize and manage a mechanism to oversee the monitoring and inspection services.
Under the overall guidance and supervision of the Administration Officer, the incumbent performs and may supervise personnel in delivering administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and logistics, ensuring efficient, client oriented and effective service delivery. The Administration Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.
Logistics, Asset Management Services
Knowledge Building and Knowledge Sharing
1. Management Support
Coordinates individual work areas and coaches personnel in execution of standard office transactions, processes and client services for work areas, ensuring full compliance with UNOPS rules, regulations, policies and strategies and knowledge of the work areas.
Monitors team performance against service agreements with clients, and client satisfaction
Implements the control mechanism for designated administrative services, including maintenance of administrative control records such as commitments and expenditures.
Administers inventory control, supervising proper issuance of inventory items and supplies.
Reviews travel authorizations, documentation, payments
May be designated transactional role in OneUNOPS/Enterprise system
Support in the administration of Operational Advance, timely accounting and reconciliation of all transactions.
Monitors project budgets expenditures, ensuring that allocated funds are used in line with approve budget
Compiles data and researches information for planning of financial resources/administrative budget for administrative services.
2. Team Management
Facilitate 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.
Provide oversight, ensuring compliance by team members with existing policies and best practices.
3. 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, covering:
Oversees implementation of logistics system in accordance with UNOPS logistical procedures
Co-ordinates and supervises processes and services in shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, building/facilities/space management, office supplies.
Coordinates supply and assets management services and physical verification of inventory items ensuring timely preparation and submission of periodic inventory reports
Oversees protocol matters, ensuring efficient delivery of client services, including registration of 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.
May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.
Ensures prompt reporting and investigation of 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.
4. Knowledge building and Knowledge Sharing
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 of lessons learnt and dissemination of best practices in human resources.
Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
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.
Completion of secondary school is required.
First University Degree in Business Administration, Finance, Accounting, Public Administration,] or equivalent disciplines is desirable but not required.
Minimum of six 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 experience in handling of web-based management systems is required.
Experience in use of Enterprise systems including OneUNOPS is desirable.
Full working knowledge of English, and French is required.
Arabic language is an asset.
Contract type: Local ICA Contract level: LICA 6 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
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 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
For staff positions only, 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.