Administrative and Logistics Associate

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UNOPS


Job Details
Employer: UNOPS
Job Title: Administrative and Logistics Associate
Job Type: Full-Time
Location: Somalia
Category: Other
Description:

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.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 position is open to Somalia nationals or those with Somalia residency permits. 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.
Qualified female candidates are strongly encouraged to apply.

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.

Education/Experience/Language requirements

  • A combination of Secondary education with at least 7 years of experience OR ;
  • Relevant professional diploma with 5 years of relevant working experience OR;
  • Bachelor's degree in Business Administration, Public Administration or equivalent with 3 years of relevant working experience.
  • Skills in Asset Management and Management of Administrative Services is required.
  • Certification in Business Administration is desirable.
  • 5 to 7 years of relevant experience in general administrative, logistics or programme support service in national or international public or corporate organizations is required.
  • Fluency in written and oral English

Competencies

Integrity and Inclusion: 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.

Leading Self and Others: 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.

Partnering: 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).

Results Orientation: 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.

Agility: 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.

Solution Focused: 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.

Effective Communication: 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.

Additional Considerations

  • 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.
  • 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.

Contract type, level and duration

Contract type: Local Individual Contract Agreement
Contract level: LICA 7
Contract duration: 1 year renewable subject to performance and the availability of funds
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-of...

Background Information - UNOPS

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.

HOW TO APPLY:

Click on below link to apply

https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=15838

 
Publish date: 2018-07-10 22:01:31
Premium Job: No
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