Ethics Associate

Under the overall supervision of the Director of the UNOPS Ethics Office, the incumbent will be responsible for the following duties:

1. Main administrative tasks related to the management of the Ethics Office:

• Manage case intake, triage and assignment, regular check of Ethics Officer Inbox, review incoming case and determine type of case, assign case to respective case officer, manage and log case tracker, create file folder for cases maintaining electronic repository of documents and reports, follow-up proactively with case officers as needed.

• Assist the Director of the Office with the tracking and management of the Office’s Annual Budget.

• Research, compile and summarize background materials for use in preparation of reports, briefs, speeches, etc.

• Independently handle a wide range of complex and confidential information requests and inquiries (e.g. answer requests or other research); respond, or draft responses, to a diverse range of correspondence (including incoming cases) and other communications, including submission and handling of invoices, purchase orders and payment documentation to Finance).

• Establish/improve administrative procedures and systems to ensure smooth functioning of the Office, including electronic filing systems.

• Organize and administratively support official meetings and travel arrangements of the Director, etc., handling all necessary arrangements (e.g. travel authorizations, meeting schedules, logistical arrangements and managing related records and documentation).

• Support annual clearance process of annual report, and coordinate with editor, translation services, etc. on finalization and publication of mandated reports in multiple languages.

• Prepare, maintain and update files (electronic and paper) and internal databases; design and generate a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews.

2. Assistance with Communications and Outreach:

• Provide assistance to further develop ethics training and communication materials.

• Provide assistance to develop outreach materials and coordinates engagement outreach with field missions and communication products, including maintenance of the web-presence of the Ethics Office on the internet and intranet (including social media).

• As needed, contribute to training and communication efforts, responding to queries and follow-up from training, providing information and further guidance materials as appropriate.

3. Assistance with UNOPS’ Financial Disclosure and Conflict of Interest Programme

• Assist in the planning and preparation of annual administration of UNFDP by preparing relevant list of filers, communicating to line managers and other stakeholders; monitor status of UNFDP filing; take necessary action to ensure UNFDP filing is completed within the designated timeframe and follow-up with delayed filings.

• Draft, screens and prioritize outgoing/incoming correspondence and communications related to various aspects of administration of FDCOI, including launch messages, response to queries and requests and other related issues, identify issues requiring attention and refer to relevant officers for appropriate disposition, as well as prepares unit contributions for a variety of periodic reports, correspondence and other communications.

Education:

• Completion of Secondary education with 6 years of relevant experience is required. OR

• First University Degree (Bachelor’s) in Human Resources Management, Business Administration, Public Administration, Business management or equivalent disciplines with 2 years of relevant experience is required.

Experience:

• Relevant experience is defined as experience in providing administrative support in ethics, investigations, legal, human resources or general services.   

• Experience in UN system organizations or other International Organizations is desirable.

Languages:

• Fluency in written and spoken English is required.

• Fluency in written and spoken Spanish OR French is required.