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Administration Associate

United Nations Office for Project Services

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Background Information – UNOPS Kenya Multi Country Office

In East and Southern Africa, UNOPS is represented by a Multi Country Office based in Nairobi, Kenya and operating across 16 countries. The portfolio of engagements managed by the Kenya Multi Country Office includes transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple infrastructure, procurement, fund management, and HR management projects in Zimbabwe, Somalia, Mozambique, Kenya, Uganda, Tanzania, Zambia and several island states. In 2023 a country presence will be established in Malawi in order to implement and oversee the new education sector project and build a pipeline of future projects.

Background Information – Job specific

UNOPS manages a range of infrastructure projects in Zimbabwe in different sectors including education, health, agriculture, and transport applying different implementation approaches such as labor-based and outsourced designers/contractors but always with direct supervision from UNOPS.

The Republic of Zimbabwe, through its Ministry of Lands, Agriculture, Fisheries, Water and Rural Development (MLAFWRD), is actively spearheading the implementation of the Smallholder Irrigation Revitalisation Program (SIRP), with the invaluable backing of funding provided by the International Fund for Agricultural Development (IFAD). The overarching mission of the SIRP resonates with the imperative of ensuring that rural households not only attain but also sustain food and nutrition security, fortified against the unpredictable impacts of climate change and the oscillations of economic shocks across various program districts. This transformative program is underpinned by the resolute objective of empowering rural households to chart a trajectory of enduring income growth, not only within the confines of SIRP-supported schemes but also in the contiguous rainfed areas.

The MLAFWRD invited the United Nations Office for Project Services (UNOPS) to provide advisory support to the implementation of the SIRP in order to expedite its rate of implementation especially at 10 irrigation schemes across 3 provinces. This has been necessitated by the fact that the rate of implementation at these particular sites encountered challenges primarily related to the delayed completion. UNOPS will be utilizing elements of its Back on Track (BOT) methodology. Leveraging UNOPS’s distinct proficiency, the forthcoming eight months are poised to witness a proactive infusion of BOT advisory services, thereby serving as a bedrock for elevated project delivery standards and the holistic advancement in the completion of affected irrigation schemes. Ultimately, this BOT approach strengthens the SIRP’s resilience and effectiveness, ensuring its positive impact on rural livelihoods, food security, and climate adaptation.

Under the overall guidance and supervision of the Project Manager, reporting to the Head of Support Services, 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.

 

 

 

Specifically, the incumbent will be responsible for the following tasks under the close supervision and guidance of the Project Manager:

  1. Management Support
  2. Team Management
  3. Logistics, Asset Management Services
  4. 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 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 affect 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.

 

 

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.
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).
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.
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.
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.
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.

 

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 in use of Enterprise systems is desirable.


Language requirements:

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

 

 

Contract type: Local Individual Contractor Agreement (LICA)
Contract level: ICS6 (LICA 6)
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

This is a local position, it is therefore open to Zimbabwe Nationals

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

 

 

  • Please note that UNOPS does not accept unsolicited resumes.
  • Applications received after the closing date will not be considered.
  • Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
  • UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
  • Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
  • We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
  • For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
  • All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
  • It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.

 


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