Administration Senior Assistant

Under the overall guidance and supervision of the ICT Associate, the Administration Senior Assistant provides the overall administration and execution of varied and inter-related operational and logistical activities at the New York Office, ensuring high quality and accuracy of work. The Administration Senior Assistant promotes a client, quality and results-oriented approach.

• Support New York Service Cluster (NYSC) Senior Management with general clerical administration as required as additional surge capacity.
• Greet clients and visitors with a positive, helpful attitude
• Ensure that documents, crucial letters and other relevant o crucial correspondence) are properly submitted to different partners and are digitally field.
• Register and guide visitors to the UNOPS office and ensure that the main office entrance is monitored.
• Support the office to manage the NYSC office calendar to ensure all meetings (global and New York based), trainings and events are captured for the year ahead and updated on a regular basis.
• Manage the office premises and ensure that the premises are well maintained and initiate necessary requests for office repair and maintenance ensuring health, safety, social and environmental (HSSE) compliance.
• Manage overall administration for the NYO in terms of managing subscriptions/payments, procuring office supplies etc.
• Act as Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
• Assist with various other administrative assignments as they arise such as mobile phone bills, courier bills and other recurring charges.
• Assist with administrative arrangements, workshops, meetings and conferences organized by NYO, including in the logistical planning and procurement of services.
• Petty cash management as needed by the office
• Creation of purchase orders, request for proposals (RFPs) and supplier profiles in One UNOPS, seeking approval and budget checking, screening of supplier invoices for correctness, and monitoring of payments with Finance department.
• Provide ad hoc support to New York Liaison Office (NYLO) and Legal Office on administrative tasks.

 Monitoring and Progress Controls

• Online Performance Evaluation Report (PER) will be used to monitor and register performance through the contract duration.
• Ad-hoc meetings with supervisor.

• Completion of secondary school is required. 
• A first level university degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.
• In the absence of a degree, administrative certification is an asset

• Minimum of five years of relevant experience in general administrative, or operations’ support services in national or international public or corporate organizations.
• Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is required.

• Some experience in UN system organizations is desirable.
• Experience in use of enterprise systems including OneUNOPS is desirable.

 Language

• Fluency in English (write, speak, read) is required
• Knowledge of another UN working language is an asset.

• Contract type: Local Individual Contractor Agreement - LICA 
• Contract level: LICA 5
• Contract duration Ongoing ICA - 'Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.'
• This is a local position, no travel/installation costs to the duty station are included.

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• 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 (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

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.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management, and human resources.


Working with us

We are proud of our people. With a wealth of knowledge and skills in various disciplines – engineering, finance, human resources, ICT, leadership, project management, procurement, and more – they help tackle some of the biggest challenges of our time. Their work around the world supports progress toward the Sustainable Development Goals (SDGs).


At UNOPS, we offer a range of short- and long-term opportunities in various environments and duty stations – from Denmark and Kenya to Mexico, Switzerland, Myanmar, Senegal, Uganda, and many more.


Diversity

With over 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of our partners, spread across 80 countries, our workforce represents a range of nationalities and cultures. We promote a balanced and diverse labor force — a strength that helps us better understand and address our partners’ needs. We continually strive to maintain our gender-balanced workplace. We encourage qualified underrepresented groups as per UNOPS Gender, Diversity, and Inclusion Strategy to apply for our vacancies.



Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background Information - Sustainable Development Cluster 

Based in New York, the Sustainable Development Cluster (SDC) supports diverse partners with their peacebuilding, humanitarian and development operations.

The SDC’s services include grants management, development and special initiatives support, and technology support to the UN and UN agencies.

The SDC is part of the New York Service Cluster that supports the United Nations Secretariat, as well as a broadening community of 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.