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’ peace building, 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.
Under the overall guidance and supervision of the Operations Manager, Somalia, the incumbent manages a team, performing a range of specialized, technical and general, administrative support services, and transactions for discrete work areas in General Administration and Logistics, ensuring efficient, client oriented and effective service delivery. The Administrative Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.
This is a local position and it is open to Somali nationals only.
Qualified Somali female candidates are strongly encouraged to apply to the position.
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.
Functional Responsibilities:
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.
Drafts and/or oversees compilation of data and research for planning of financial resources/administrative budget for administrative/logistical services.
Manages commitments and expenditures.
Logistics Support
Ensures effective and efficient provision of Logistics 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, administrative surveys, transportation services and insurance, 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.
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.
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.
Impact of Results
Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the 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.
The effective and successful achievement of key results by the Administrative Associate directly affect the overall efficiency of the office’s provision of administrative services.
Contract type: Local Individual Contract Agreement
Contract level: LICA 7
Contract duration: open-ended contract, subject to organizational requirement, availability of funds and satisfactory performance.
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
UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.
Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.
With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.
A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.
Somalia Office
The UNOPS Somalia Office presently manages a significant portfolio of projects in Somalia and has its direct representational and oversight functions in Somalia, while maintaining a technical and administrative support capacity at the hub level in Nairobi. UNOPS works with multiple partners including the Governments of Somalia, bilateral and multilateral donors, and United Nations Agencies, Funds and Programmes.
