Administration Senior Associate

Organisational Context:

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.  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 organisations. 

Diversity

With over 5,000 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.

Under the overall supervision of the Head of Support Services and in accordance with UNOPS procedures and practices the incumbent will be responsible for the following: 

1. Management Support

2. Team Management

3. Logistics, Administration and Security Management Services

4. 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 travel, 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

• Compiles data and researches information for planning of financial resources/administrative budget for administrative services. 

• Provides general administrative services for the work area, managing the information flow, following up on the timeliness of responses for initiatives, correspondence, and queries, with internal and external stakeholders, including Security Focal Points of UN agencies and The UN Department of Safety and Security (UNDSS).

• Organizes meetings and briefings, arranges appointments, receives visitors, places and screens telecommunications, answering queries with discretion, and takes minutes and/or notes at meetings as directed by supervisors.

• Prepares reports, tables, databases, charts, etc., applying technical skills and knowledge in formatting.

• Facilitates emergency communications by operating specialized data-communication equipment. 

• Maintains routine and confidential correspondence files / documents, ensuring the security of data and other sensitive information.

• 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

• Coordinates 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 contractors for transportation services, including client service and processing of invoices.

• 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. 

• 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.

• Minimum of seven (7) years of relevant experience in general administration, logistics, or operations’ support services in national or international public or corporate organizations is required.

• Some experience in UN system organizations is desirable.

• Proficiency in computers and office software packages (eg. Google Office Suite or Google Workspace) and experience in handling web-based management systems is a distinct advantage.

• Previous experience working in Northeast Nigeria will be considered an advantage.

• Contract type: Local Individual Contract Agreement (L-ICA)
• Contract level: LICA 7/ ICS 7
• Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance'.

• 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.

• Abuja, Nigeria is a family duty station.

Terms and Conditions 

• 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.