Administration Officer (Protocol and Operations)

Job categories Administration

Vacancy code VA/2023/B5104/26036

Department/office MR, AMMMCO, Amman

Duty station Amman, Jordan

Contract type Local ICA Specialist

Contract level LICA Specialist-8

Duration Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

Application period 14-May-2023 to 28-May-2023

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

This vacancy is closed.

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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 around the world. 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 Amman Multi-country Office (Ammmco) 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 in order to support the response to the current needs and national priorities in the region.

Under the guidance and direct supervision of the Head of Support Services, the Administration Officer is responsible for the quality of administrative support services for the MR Regional Office and Amman Multi-Country Office. He/she analyzes and interprets administrative rules and regulations and provides solutions to complex administration-related issues. The Administration Officer promotes a collaborative, client-focused, quality and results-oriented approach.

The Administration Officer may supervise and lead the team of administration personnel within the Amman Multi-Country Office. The Administration Officer collaborates with the support services, programme and project teams locally, UNOPS HQ colleagues, UN agencies, and Government officials to successfully deliver administrative services.

Functional Responsibilities

Summary of Key Functions Implementation of operational strategi...

Summary of Key Functions

Implementation of operational strategies
Logistics and fleet management services
Provision of effective and efficient administrative support services
Facilitation of knowledge building and knowledge sharing

1. Ensures implementation of operational strategies, focusing on achieving the following results:

Full compliance of administrative activities with UNOPS rules, regulations, policies, and strategies.
Provision of inputs to the HQ/Regional Offices’ operations business processes mapping and implementing the internal standard operating procedures (SOPs).
Elaboration of proposals and implementation of cost-saving and reduction strategies in consultation with office management

2. Logistics, Fleet management services

Ensures effective and efficient provision of logistics and asset management support services, meeting client needs and complying with UNOPS rules, regulations, policies, and strategies.
Oversees implementation of logistics system in accordance with UNOPS logistical procedures.
Guides and manages protocol matters, ensuring efficient delivery of client services, including registration and advisory services to staff/personnel and host government authorizations.
Provide guidance, instructions, and support to Drivers in accordance with the established procedures
Oversee the repair and maintenance operation for all UNOPS vehicles
Coordinate vehicle concerns and issues with Security Advisor
Review/process purchase requisitions for parts and supplies when required;
Supervises external contractors/service providers for transportation services, fuel, vehicle maintenance including client service and processing of invoices.
Certifies administrative services. Supervises directly or indirectly transportation services, including personnel/outsourced service providers, client service, conformity with procedures for accidents, fleet maintenance, insurance, and monitoring of service consumption.

3. Ensures effective and efficient provision of administrative services focusing on achievement of the following results:

Monitoring and analysis of administrative services and recommendations for changes in policies, systems, and procedures to ensure services are aligned with changing business needs and objectives
Coordination and supervision of shipments and customs clearance, travel, events management, supply, transportation services and insurance, space management, procurement of office supplies;
Manages liaison and coordination with local authorities on protocol matters, staff registration and coordination with local on authorizations/privileges and immunities for UNOPS personnel, office space, and other administrative matters.
Authoritatively interprets organizational procedures and precedents to guide complex or unusual cases and situations, e.g. UN common approach on taxes, etc. in coordination with the OMT working group,
Customs clearance to all UNOPS imported goods and equipment;
Facilitate obtaining official visas for UNOPS personnel/staff related official missions;
Provide support to Officials who attend events with UNOPS in obtaining official visas for related official missions;
Coordinate and liaise with procurement in any issues related to customs and customs clearance;
Act as the focal point, in coordination with HR/Admin section, for all issues related to UNLP issuance and extensions to make sure that the residencies are extended in parallel as well;
Administrative support to key events (e.g. conferences, VIP visits, UN Day, etc.) on a timely and quality basis.
Drafting of correspondence and internal procedural directives relating to protocol;
Administrative advice and support to international staff and consultants (e.g. assist international staff and consultants in finding suitable housing according to their needs within a short time frame).

4. Provides support to knowledge building and knowledge sharing, focusing on the achievement of the following results:

Organization of training for the operations/ projects staff on administrative-related topics.
Briefing/debriefing of staff members on issues relating to area of work
Sound contributions to knowledge networks and communities of practice.
Synthesis of lessons learnt and best practices in administration.

Impact of Results

The key results have an impact on the overall efficiency of the of the office administration management and success in introduction and implementation of operational strategies. Strategic approach to administration management, effective and efficient administrative support, and timely and appropriate delivery of services ensure client satisfaction and overall effective delivery of UNOPS programmes and projects

Competencies

Treats all individuals with respect; responds sensitively to differences and enc...

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: Bachelor's Degree in Business or Public Administration or...

Contract type, level and duration

Contract type: Local ICA contractual modality Contract level: LICA Specialist -8...

Additional Information

Please note that UNOPS does not accept unsolicited resumes. Applic...

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.

This vacancy is closed.

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APPLICATION TIPS

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TOGETHER, WE BUILD THE FUTURE

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.

Our mission is to help people build better lives and countries achieve peace and sustainable development.

We are proud of our people. The UNOPS family brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf on our partners. Spread across 80 countries, our workforce is rich in diversity and culture – with inclusion at its core.

We understand the importance of balancing professional and personal demands and offer several flexible working options.

Explore what we offer here.