Administration Senior Associate

Job categories Administration

Vacancy code VA/2020/B5106/20764

Department/office MR, JRSCO, Jerusalem

Duty station Gaza

Contract type Local ICA Support

Contract level LICA-7

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

Application period 23-Nov-2020 to 06-Dec-2020

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 - UNOPS

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.

General Background

Jerusalem Office – UNOPS Project Management and Infrastructure Centre of Excellence

Since the opening of the Jerusalem Office in 2006, UNOPS has significantly strengthened its operations in Palestine. Our expert knowledge, skills and management systems contribute to the sustainable development of public infrastructure in Gaza and the West Bank, including Area C and East Jerusalem.

In recognition of its ability to affect and lead positive change, the Jerusalem Office has been named the UNOPS Project Management and Infrastructure Centre of Excellence.

The Jerusalem Office is the first UN office to receive the Level 4 P3M3 Maturity Model certification in project management by APMG. This certification demonstrates the well-structured, standardized and defined project management processes and methodologies applied to projects, generating the best results desired by our partners.

This achievement is part of a broader agenda to increase the Office’s impact on development projects, by improving our services and adding value to the outcomes of our partners’ works. The office has benchmarked its capabilities against international industry level standards and through this has achieved several prestigious certifications, including ISO 9001 (Quality Management), ISO 18001 (Occupational Health and Safety), ISO 14001 (Environment Management) and Level 4 P3M3.

Background Information - Job-specific

Under the overall guidance and supervision of the Project Manager, reporting to ...

Functional Responsibilities

The Administration Senior Associate must be able to apply, independently, ...

The Administration Senior Associate must be able to apply, independently, the below duties and responsibilities:

1. Management

Manages the work area, ensuring the efficient and effective delivery of client services and processes in full compliance with UNOPS rules, regulations, policies, and strategies, as follows:
Ensures availability of staff and resources for work commitments, facilitating optimal workflows.
Partners with client and supervised personnel to develop client service agreements.
Monitors team performance and client satisfaction, instituting work, process and team modifications for optimal results.
Implements the control mechanism for administrative services, including maintenance of administrative control records such as commitments and expenditures.
Executes designated transactional/certification roles in OneUNOPS/Enterprise system.
Drafts and/or oversees compilation of data and research for planning of financial resources/administrative budget for administrative/logistical services.
Manages commitments and expenditures.

2. 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.
Manages, co-ordinates and supervises processes and services in shipments and customs clearance, travel, events management, supply and assets management services, inventory control, issuance of inventory items and supplies, administrative surveys, transportation services and insurance, building/facilities/space management, office supplies.
Authoritatively interprets organizational procedures and precedents to provide guidance for complex or unusual cases and situations.
Oversees implementation of logistics system in accordance with UNOPS logistical procedures.
Guides and manages protocol matters, ensuring efficient delivery of client services, including registration of and advisory services to 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.
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 consumption.
Develop relationship with Access Cell to improve supply process and share “lessons learned”
Undertake receipt and inspection of the goods, in coordination with Procurement and end users/beneficiaries
Liaise with UNOPS, Government Ministries, partners and suppliers in order to obtain required clearance for fuel delivery and distribution.
Review inventory/asset database and make amendments to its design and contents in line with UNOPS guidelines and inventory management best practice,
Perform audit of existing inventory and assets and update as required
Ensure that database information is correct and up to date at all times
Produce inventory and asset reports as required
Ensure that a handover procedure of inventory and assets is in place and carefully adhered to at all times
Record all handovers with appropriate signatory approvals
Advise if and when write-offs of assets are required
Prepare and submit required documentation for write-off process and obtain required approval.

3. Team Management

Facilitates 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.
Provides oversight, ensuring compliance by team members with existing policies and best practices.

4. Information and Knowledge Management

Facilitates 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.
Oversees the proper functioning of area’s documentation/information system, including screening, indexing, classifying, storing and disseminating information and/or reports and material ensuring conformity with relevant procedures governing the integrity of records and files.
Supervises the updating of Intranet on standards, tools, and information for administrative services.
Provides sound contributions to knowledge networks and communities of practice.
Synthesizes and disseminates best practices to internal collaborators and networks.
Participates, organizes and delivers trainings for the operations/ projects staff in administration/logistics.
Contribute feedback, ideas, and internal knowledge about processes and best practices and utilize productively
Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials
Carrying out other tasks as assigned by the Senior Project Manager.

The effective and successful achievement of key results by the Administration Senior Associate directly affect the overall efficiency of the office’s provision of administrative services, impacting its 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.

Education/Experience/Language requirements

Education Completion of secondary school is required. First University De...

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 Contract level: LICA 7, ICS 7 Contract duration: Open-e...

Additional Considerations

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

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.