Administration Assistant - Retainer

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. 

New York Portfolio Office (NYPO) supports the United Nations Secretariat, as well as other New York - based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management. 

Sustainable Development Cluster (SDC) supports diverse partners with their peacebuilding, humanitarian and development operations. It was formed by combining the following portfolios: Grants Management Services (GMS), UN Technology Support Services (UNTSS), Development and Special Initiatives Portfolio (DSIP) It provides Services to partners' programmes that are designed, structured, and managed with a global perspective and primarily serving partners that are headquartered in New York. The SDC has a footprint of approximately 125 countries. 

UNOPS has signed an agreement with the United Nations Office for Counter Terrorism (UNOCT) to implement the project activities under the Global Programme on Prosecution, Rehabilitation and Reintegration (PRR). In the framework of this collaboration, a high-level event is being organized on behalf of the Republic of Iraq. The incumbent of this position will provide support to this event and other related project activities, over two months..

The incumbent of this position will be a personnel of UNOPS under its full responsibility.

Summary of Key Functions

Assist with clerical and administrative duties, including but not limited to the following:

1. Logistics support  for a high level conference event
2. Obtain quotations, organize transport for participants in the training events and confirm attendance to the events, organize accommodation and meals, arrange training equipment in support of the event, place advertisements, confirm attendees, prepare briefing materials and project communications accurately and on time,  explain costs and confirm payments to be made, keep records, make suggestions for improvements and make recommendations, be the focal point of communication in the  county between the relevant partners.  
3. Handle documents control on the site of the conference, including for interpreters and attendees. 
4. Help Ensure appropriate execution of conference through suitable IT support
5. Guide attendees to their positions at the conference.
6. Respond to partner queries and forwarding queries to UNOPS Project Management or Operations Associate to respond as necessary.  
7. Assist in the production and printing of training documentation.
8. Assist in the preparation of pre and post training activities and reporting.
9. Maintenance of accurate records (hardcopy and online) of operational and financial transactions for easy reference and retrieval; document management, including file closures, archiving. 
10. Resolution of routine administrative and process issues, referring complex issues to the Project Management or Operations Associate with recommendations for course of action.  
11. Use of technology and electronic systems and tools to initiate work, share information with project personnel and stakeholders.  
12. Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.
13. Support for knowledge building and knowledge sharing.

• A high school diploma with four (4) years of relevant experience is required.
• A professional or technical diploma with two (2) years of relevant professional experience, may be accepted.
• A Bachelor’s Degree with no work experience may be considered.
• In the absence of a degree, administrative certification is an asset.

• Relevant experience is defined as administrative/operational experience in logistics and administration. 
• Ability to work with computer and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages is desirable.
• Some experience in UN system organizations is desirable.

• Fluency in English (write, read, talk) is required.
• Knowledge of a second UN or regional working language is an asset.

Contract type:  Local Individual Contractor Agreement (LICA) Retainer - A retainer contract is issued for a period of time during which the services of the individual contractor are required intermittently. The individual contractor agreement on retainer basis will specify a “unit price” per day worked. For budgetary purposes, a monetary cap will be determined when the contract is awarded and issued. Please note that the retainer contract will not provide for a minimum, and payment will be made only after completion of work.

Contract level: LICA-4 (ICS-4).

Contract duration: Until December 30th, 2025 with possibility of extension, subject to satisfactory performance, availability of funds and necessity of services.

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

• 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. 

• UNOPS evaluates all applications based on the skills, qualifications and experience requirements outlined in the vacancy announcement. We are committed to considering all candidates in a fair and transparent manner, and we value diverse perspectives and experiences, including those of women, indigenous and racialized communities, individuals with diverse 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. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. 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.