Administrative Officer

Job categories Administration

Vacancy code VA/2018/B5116/15982

Department/office ECR, RSMCO, Ukraine

Duty station Kiev, Ukraine

Contract type Local ICA Specialist

Contract level LICA Specialist-8

Duration Ongoing ICA

Application period 03-Jul-2018 to 12-Jul-2018

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

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. 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. With over 8,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it. By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

In response to the request of the Government of Ukraine and further to the meeting between the President of Ukraine and UNOPS Executive Director on 15 May 2016 the United Nations Office for Project Services concluded an Agreement between the Government of Ukraine and the UNOPS on the opening of the UNOPS Office in Ukraine. The Agreement was signed on 22 November 2016.

According to the Agreement the UNOPS Office in Ukraine is to provide a broad spectrum of services to the Government and people of Ukraine including but not limited to procurement, contracting, recruitment and administration, implementation of technical assistance, humanitarian and investment projects that are funded by the Government, international organizations, local communities, foreign governments and non-for-profit organizations, international financial institutions, UN Agencies and alike.

Functional Responsibilities

Under the guidance and direct supervision of the Head of Operations/Deputy Head ...

Under the guidance and direct supervision of the Head of Operations/Deputy Head of Office or delegated, the Office Manager is responsible for management of the UNOPS Office in Ukraine administrative team and effective delivery of office management and administrative support services. He/she analyzes and interprets the administrative rules and regulations and provides solutions to complex issues related to office management and administration. The Office Manager promotes a collaborative, client-focused, quality and results-oriented approach.

The Office Manager supervises and leads the administrative team of the UNOPS Office in Ukraine; she/he works in close collaboration with administrative/operations/finance staff, Project Managers and Project teams, as well as with staff of other UN agencies to exchange information and ensure consistent service delivery.

Summary of Key Functions

Management of UNOPS premises
Management of administrative services and supervision of the Office administrative team
Support to management on security-related issues
Support to supply and assets management
Facilitation of knowledge building and knowledge sharing

1- Ensures management of UNOPS premises, focusing on achievement of the following results:

Overall management of office premises; follow-up with building owner regarding contractual arrangement/negotiation of office lease renewal in consultation with the UNOPS in Ukraine management team.
Promotion of energy-saving and implementation of green office policy.
Management and supervision of the cleaning and maintenance contracts to ensure effective and efficient services be provided
Monitoring and ensuring the timeliness and quality of administrative tasks on a daily basis

2- Ensures effective management of the UNOPS Ukraine administrative services and supervision of the administrative team, 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
Ensuring UNOPS administrative resources are fully and properly accounted for and that internal control systems are adequate and functioning.
Assessment of expenditure in administration (office premises, assets, travel, etc.) for previous years; estimate of new requirements and preparation of budget plans for designated areas of work.
Collaboration in the administration of common premises to ensure efficiency, cost- effectiveness and timeliness of operations and services.
Negotiation of contracts with vendors and service providers to ensure cost-effective services and of quality and timely service.
Preparation and monitoring of the team work-plans. Supervision and guidance to the staff in the administrative team, including the ICT, travel/logistics, transportation team and Administrative Assistants in the projects, for satisfactory performance and client-oriented services.
Management of office vehicles and transportation service to ensure punctual transportation service is provided to the personnel, UNOPS visitors and high officials on mission.
Review of travel authorizations, documentation, office-related payments
Efficient and effective cooperation among different sub-teams in terms of achieving results.
Administrative advice and support to international personnel and consultants of UNOPS in Ukraine (e.g. assist international staff and consultants in finding suitable housing according to their needs within a short time frame).
Drafting of correspondence and internal procedural directives relating to administrative matters
Administrative support and services provided to Office and Project key events (e.g. conferences, VIP visits, UN Day, etc.) on a timely and quality basis.
Contributions and updates to the office business continuity plan

3- Ensures proper assistance to management on security-related issues, focusing on achievement of the following results:

Analysis and identification of potential issues related to security and proposal of strategies and options to management for review.
Preparation of ad hoc Security Incident Reports.
Update of security briefing note and briefing of staff and UNOPS visitors on security-related matters.
UNOPS personnel lists updated on a timely basis.

4. Provides support to supply and assets management, focusing on achievement of the following result:

Supervision of the recording (inventory), disposal and transfer of office assets for the Office and other project offices; evaluation, on a regular basis, of the inventory status and transactions in the database, reporting anomalies and discrepancies for timely action.
Supervision of proper issuance of inventory items and supplies.
Coordination of the provision of reliable and quality office supplies

5. Provides support to knowledge building and knowledge sharing, focusing on 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.

The key results have an impact on the overall efficiency of the UNOPS Office in Ukraine in office and administration management and success in introduction and implementation of best operational strategies and practices. Strategic approach to office and 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.

Education

Master’s degree (or equivalent) in Business or Public Administration, ...

Experience

Minimum two years (with master's degree) or four years (with bachelor's degr...

Languages

Fluency in written and oral English, Ukrainian and Russian is required.

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.

Contract type, level and duration

Contract type: Local ICA Specialist Contract level: LICA-8 Contract durati...

Additional Considerations

Please note that the closing date is midnight Copenhagen time Applications ...

This vacancy is closed.

Apply

DISCLAIMER

The screening of your application will be conducted based on the information in your profile. Before applying, we strongly suggest that you review your UNOPS Jobs profile to ensure completeness, especially the education and experience sections.

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