Administration Associate

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Description

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The functional objective of UNOPS in Somalia is to deliver projects in an efficient and effective manner to achieve the development outcomes sought by the Government of Somalia and the donor community. The aim of UNOPS in Somalia is to provide implementation services to the Government of Somalia, the donor community, and partner agencies in the reconstruction and development of the country. In doing so, UNOPS aims to exceed client expectations in the delivery of quality services throughout the country.
Functional Responsibilities:
Specifically, the incumbent will be responsible for the following tasks:
Operational Support to the Country Director:

• Provide support to the Country Director and coordinate the drafting of partnership and programme-specific materials, including letters, background notes, talking points, presentation slides, and speeches;
• Support the Country Director in following up on activities and/or actions with regards to programme and operations oversight;
• Support the Country Director in following up on activities and/or actions with regards to  oversight and management of the Somalia Country Office commitments related to Health & Safety and Gender Parity;
• Provide support to the Country Director in the follow up of the People Survey Action Plan;
• Support the Quarterly Business Review process through engaging with relevant sections and follow up on issues, challenges and action points that result from the process. 
• Support the Quarterly Assurance process including engaging in coordination with HoP, HoSS PMO, and relevant project managers, support services and partnerships teams. Follow up on issues, challenges, results and ensure the smooth completion of the process. 
• Provide support to the organisation, administration, and follow up to the Country Office Management meetings, including scheduling, taking minutes, and tracking the follow up actions;
• Provide support to the Country Director in relation to inter-agency coordination meetings. 
• Establish contact and maintain efficient working relationships with ministries focal points.
• Support the organisation of training workshops, high level meetings and/or events as required;
• Coordinate the preparation of spreadsheets, database files, presentation slides and tables ensuring appropriate style and accuracy of information by liaising with relevant team members across the Country Office.
• Conduct basic research, review and analysis of information and documents for the Somalia Country Office Director; Researches and retrieves statistical data from internal and external sources; prepares simple statistical charts, tables and reports, extracting data from various sources.

Travel and logistics:

• Support the planning of the the Somalia Country Office Director’s missions and travel;
• Processes travel transactions (authorizations and claims) including in OneUNOPS system, requests for visas, identity cards and other documents for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations.
• Provides information on air services, rates and travel schedules for specific itineraries.  Processes travel claims in OneUNOPS and purchase orders for travel activities, payments, and contracts.
• Organises  shipments, customs clearance arrangements, preparation of documents for UNOPS shipments (received/sent), all necessary documentation, and implementation of follow-up actions
• Prepares documentation for security clearances, processes hotel reservations, organises airport pickups , hospitality, protocol, customs and immigration support for visiting UN/UNOPS officials as necessary
• Provides support with respect to protocol issues and requests for official documentation 

Programme – Partnership – Support Services Nexus:

• Support the implementation of the Partner Survey Action Plan, as related to the programme/partnerships nexus, including the necessary follow up with the project managers, partnerships, project support team, support services team and other relevant sections; 
• Provide information on ongoing projects under the Country Office, in coordination with the Programme and Partnerships teams; 
• Review performance dashboards and prepare periodic basic summary reports to the country Director and senior management teams highlighting performance trends and deviation alerts. 
• Provide effective support to the formulation and implementation of projects, including through reviewing the relevant documents and reports, identifying gaps and issues, and coordinating follow up actions with the relevant colleagues; 
• Support the Country Director in undertaking monthly, quarterly and annual business reviews,  through coordination with the Programme, Partnerships, Support Services and Security Teams; 
• Closely follow up with the Programme, Support Services and Partnerships Teams for the resolution of any critical issues, as identified by the Country Director.

Knowledge building and Knowledge sharing: 

• Supports the organisation and delivery of training and learning initiatives for personnel on Administration-related topics.
• Provides sound contributions to knowledge networks and communities of practice by synthesising lessons learnt and dissemination of best practices in Administration.
• Contributes feedback, ideas, and internal knowledge about processes and best practices and utilise productively
• Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials

Education/Experience/Language requirements:
Education:

• Completion of secondary school is required. 
• First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.

Certification:

• In the absence of a degree, administrative certification is an asset.

Experience:

• Minimum of six years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations is required.
• Proficiency in computers and office software packages (Google Suite products, especially google forms, sheets, docs and slides) and experience in handling web-based management systems is desired.
• Some experience in UN system organizations is desirable.
• Experience supporting programme/project management /operations including implementation, compliance and communication is desirable.

Language requirements:

• Full working knowledge of English  language is required. 
• Working knowledge of another official UN Language and local language is an asset.

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=27237#3

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