Functional Responsibilities

Under
the guidance and direct supervision of the PCIREP Project Manager, the inc...

Under
the guidance and direct supervision of the PCIREP Project Manager, 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 and effective
service delivery. The Administration Associate promotes a client, quality and
results-oriented approach, ensuring utilization of office resources in a most
cost-effective manner.

The Administrative Associate supervises support personnel.
He/she together with the team will work in close collaboration with the
operations, finance, project managers and project teams to exchange information
and ensure consistent and quality service delivery.

Functions/Key Results
Expected

• Management
  Support
• Team
  Management
• Logistics,
  Asset Management Services
• Knowledge
  Building and Knowledge Sharing

Management Support

• Coordinates
  individual work areas and coaches personnel in 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.
• Administers
  inventory control, supervising proper issuance of inventory items and
  supplies.
• Reviews
  travel authorizations, documentation, payments
• May be
  designated transactional role in OneUNOPS/Enterprise system
• Compiles
  data and researches information for planning of financial
  resources/administrative budget for administrative services.

Team Management

• Facilitate
  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.
• Provide
  oversight, ensuring compliance by team members with existing policies and
  best practices.

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, covering:
●Oversees implementation of logistics system in accordance with UNOPS
logistical procedures

● Co-ordinates and supervises processes and services in
shipments and customs clearance, travel, events management, administrative
surveys, transportation services and insurance, building/facilities/space
management, office supplies.

● Coordinates supply and assets management services and
physical verification of inventory items ensuring timely preparation and
submission of periodic inventory reports

● Oversees protocol matters, ensuring efficient
delivery of client services, including registration of 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.

● Compiles information on administrative services
provided for cost-recovery bills.

● May supervise transportation services including
client service, regular vehicle maintenance, insurance, and monitoring of
consumption.

● Ensures prompt reporting and investigation of
vehicle accidents, damage, loss or theft of items; update and maintenance of
vehicle history report.

● Supervises external contractor for transportation services, including client
service and processing of invoices.

Knowledge building 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 of lessons learnt and dissemination
of best practices in human resources.

● Collect feedback, ideas, and internal knowledge about
processes and best practices and utilize productively.

Impact of Results
The effective and successful achievement of results by the Administration
Associate directly affects 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.

Education

Completion of secondary school
is required;

Technical Diploma ...

• Completion of secondary school
  is required;
• Technical Diploma or University degree
  (or equivalent) in Business/Public Administration or related fields is
  an asset;

Experience

Six (6)years of relevant experience in general administrative, logistics, or
...

• Six (6)years of relevant experience in general administrative, logistics, or
  operations’ support services in national or international public or corporate
  organizations is required;
• Experience in UN system/organizations is desirable.;
• Experience in use of Enterprise
  systems including OneUNOPS is desirable;

Languages

Fluency in written and oral English is
required;
Knowledge F...

• Fluency in written and oral English is
  required;
• Knowledge French language is an added advantage;

Competencies

Treats all individuals with respect; responds sensitively to differences and enc...

Contract type, level and duration

Contract type: Local Individual Contractor Agreement
Contract level: LICA - 6 su...

Contract type: Local Individual Contractor Agreement
Contract level: LICA - 6 subject to availability of funds and performance
Contract duration: ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance'

Only Zimbabwean Nationals or individuals with valid residency work permits are eligible.

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

Additional Considerations

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

• 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
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• 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.

• The position is based in a family duty station.

Background Information - UNOPS

UNOPS is an operational arm of the
United Nations, supporting the successful imp...

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.

Working
with us

UNOPS offers short- and long-term
work opportunities in diverse and challenging environments across the globe. We
are looking for creative, results-focused professionals with skills in a range of
disciplines.

Diversity

With over 4,000
UNOPS personnel and approximately 7,000 personnel recruited on behalf of
UNOPS partners spread across
80 countries, our workforce represents a wide range of nationalities and
cultures. We promote a balanced, diverse workforce — a strength that helps us better
understand and address our partners’ needs, and continually strive to improve
our gender balance through initiatives and policies that encourage recruitment
of qualified female candidates.

Work
life harmonization

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