Background Information – Job-specific

The Administrative Associate will work in a unit of 14 people, alongside the Chairs, other associates and the knowledge management officer. The primary focus of the unit is to conduct reviews of submissions with the aim of awarding 1) contracts over a certain value, 2) certain non-staff contracts, managing 3) property and 4) write-off requests. The Administrative Associate works under the direct supervision of a Chair.

Functional Responsibilities

 

Under the direct supervision of a Chair CPC, the Associate is responsible for the following, in conjunction with the other associates:

1. Review Board Meetings

• Arrange and coordinate Committee meetings
• Establish the Committee agenda in cooperation with the Chair
• Review submissions prior to Committee meetings, and if necessary request clarifications, and/or additional information from submitting officers
• Ensure timely and efficient distribution of submissions and relevant documentation to the participating Committee members

2. Review Board Documentation

• Attend Committee meetings and note the panel’s discussions
• After each meeting, communicate any queries from the Committee to submitting officers and follow up as required.
• Prepare and distribute a draft of the official minutes and recommendations of the meetings and obtain clearance of this document by a majority of participating Committee members.
• Follow up clearance by all participating members; promptly forward these to the Chair for her/his actions.
• Ensure the maintenance of a permanent record of all Committee minutes/recommendations and submissions reviewed by the Committee.
• Prepare Committee-related correspondence, including answering queries from the Secretaries of the regional Contracts and Property Committees.

3. Knowledge Management

• Compile statistics on submissions as requested
• Maintain the HQCPC intranet page as requested
• Input and update accurate data and information to institutionalize and disseminate knowledge.
• Use technology, electronic systems and tools to initiate work, share information with colleagues
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize these productively.

 

Education/Experience/Language requirements

Education

• Completion of secondary school or equivalent is required.
• A first-level university degree (Bachelor’s Degree) is desirable but not required, and may compensate for some of the required years of experience.

Work Experience

• With a high school degree 6 years of experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations are required.
• A good understanding of UNOPS/UN procurement principles and UNOPS’ role and mandates, preferably with associated field experience.

• Full working knowledge of English is required
• Knowledge of French or Spanish is highly desirable.
• Knowledge of another official UNOPS language is an asset.

 

Contract type, level and duration

 

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

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

Competencies

 

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.

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.

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.

 

Additional Information

 

• 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.

 

Background Information – UNOPS

 

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.