Administration Associate

In light of the COVID-19 emergency, UNOPS SNOH is currently supporting the governments of the Republic of Chad and Mali in the prevention and response to COVID-19. 

The objective of this project is to support the COVID-19 prevention and Response project of the Government of the Republic of Chad, funded by the World Bank, through the purchase of key equipments for the COVID-19 response. The list of required equipments was prepared by the ministry of Health and shared with UNOPS. 

The project is broken down into (3) major phases presented as follows:

Phase1: Validation of the purchasing strategy

Phase 2: Purchasing process for the acquisition of equipments. These purchases are based on a list provided by the Ministry of Health

Phase3: Follow-up of orders, delivery, reception and distribution of equipment in N’djamena and to hospitals targeted by the Ministry of health in Bol, Bongor, Doba, Sarh and Abeche. 

1. Management Support

2. Team Management

3. Logistics, Asset Management Services

4. Knowledge Building and Knowledge Sharing

• 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

• 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.

• 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.

The effective and successful achievement of results by the Administration Associate directly affect the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/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.

First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.

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

• 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 French is required 

• Knowledge of a second UN or regional working language is an asset.

• 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.
• 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
• 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 (around 4 hours) in your own time, before providing services to UNOPS.
• 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.

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.