Administration Associate (Logistics/Fleet Management )

Job categories Administration

Vacancy code VA/2024/B5104/27622

Department/office MR, AMMMCO, Amman

Duty station Amman, Jordan

Contract type Local ICA Support

Contract level LICA-6

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

Application period 26-Feb-2024 to 11-Mar-2024

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.

Apply

Expand all [+]

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 UNOPS Hub in Amman is to deliver its projects in an efficient and effective manner 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 overall guidance and supervision of the Head of Support Services, the incumbent performs and may supervise personnel in delivering technical and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and logistics, ensuring efficient, client-oriented client and effective service delivery. The Administration Associate promotes a client, quality, and results-oriented approach, ensuring the utilization of office resources in the most cost-effectively.

Functional Responsibilities

Summary of Key Functions: Management Support Team Management Admini...

Summary of Key Functions:

Management Support
Team Management
Administration, Logistics and Fleet Management Services
Knowledge Management and Knowledge Sharing

1. Management Support

Coordinates individual work areas and coaches personnel in the 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 commitments and expenditures for vehicle rentals, fuel, and vehicle maintenance
Administers inventory control, supervising proper issuance of inventory items and supplies when required
Reviews travel authorizations, documentation, and payments for vehicle cost recovery
May be designated transactional role in OneUNOPS/Enterprise system
Compiles data and researches information for planning financial resources/administrative budget for administrative services.

2. Team Management

Facilitate the engagement and provision of high-qualityhigh 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.

3. Administration, Logistics& Fleet 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, covering:
Oversees implementation of logistics system in accordance with UNOPS logistical procedures
Compiles information on administrative services provided for cost-recovery bills.
Supervise transportation services, including client service, regular vehicle maintenance, insurance, and fuel consumption monitoring.
Ensures prompt reporting and investigation of vehicle accidents, damage, loss or theft of items; updates and maintenance of vehicle history report.
Supervises external contractors for transportation services, fuel, maintenance including client service and processing of invoices.
Develop and implement vehicle management and maintenance systems and Standard Operating Procedures (SOPs)
Provide support for VIP visitors, including secure convoy organization;
Ensure provision of vehicles and/or driver(s) for transporting authorized project and management personnel
Track pertinent information for each individual office vehicle, such as insurance expiration date, motor number, license expiration date, chassis number, maintenance history, etc.
Ensure that all drivers receive training and development and retain current licenses
Conduct accident damage assessments, process vehicle accident reports and raise damage reports as required;
Advise project managers and procurement needs for the fleet and logistical requirements;
Ensure that all vehicles are licensed and insured as per the requirement of the host government
Ensure good compliance from all staff/personnel with local office health and safety procedures
Review/process purchase requisitions for parts and supplies
Manage the UN Booking Hub
Assist with protocol matters, registration of staff, coordination with local authorities, and other administrative matters related to obtaining official visas for mission travels
Assist with customs clearance of imported supplies, materials and equipment
Assist in coordination with shipping agencies and suppliers to ensure collection of goods and storage requirement in line with the INCOTERM set in the purchase orders.

4. Knowledge Management and Knowledge Sharing

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 lessons learned and dissemination of best practices in human resources.
Collect feedback, ideas, and internal knowledge about processes and best practices and utilize them productively.

Impact of Results:

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.

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: Completion of secondary education is required. First U...

Contract type, level and duration

Contract type: Local Individual Contractor Agreement (LICA) Contract level: LICA...

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.
This position is stationed in Amman, Jordan which is a family duty station.

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.

Apply

APPLICATION TIPS

How to send a good application:

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.