Administration Senior Associate

Administration Senior Associate (Internal Announcement)

Job categories: Administration
Vacancy code: VA/2024/B5516/28768
Department/office: AR, SAMCO, Nepal
Duty station: Kathmandu, Nepal
Contract type: Local ICA Support
Contract level: LICA-7
Duration: Open-ended subject to organizational requirements, availability of funds and/or satisfactory performance
Application period: 06-Sep-2024 to 21-Sep-2024

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

Background Information – Job-specific

Background: The United Nations Office for Project Services (UNOPS) is an …

Functional Responsibilities

Functions/Key Results Expected

• Management and Administration Support
• Logistics, Asset Management Services
• Team Management
• Information and Knowledge Management
• Management and Administration Support:
• 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/Enterprise system.
• Drafts and/or oversees compilation of data and research for planning of financial resources/administrative budget for administrative/logistical services.
• Advise travelers on visa requirements. Prepare and raise required documentation to the relevant authority to obtain entry/exit visas and travel permits for UNOPS personnel and visitors.
• Manages commitments and expenditures.

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.
• Manages, coordinates and supervises processes and services in shipments and customs clearance, travel, events management, supply and assets management services, inventory control, issuance of inventory items and supplies, administrative surveys, transportation services and insurance, building/facilities/space management, office supplies.
• Authoritatively interprets organizational procedures and precedents to provide guidance for complex or unusual cases and situations.
• Oversees implementation of the 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.
• Certifies administrative services
• Supervises directly or indirectly transportation services, including personnel/outsourced service providers, client service, conformity with procedures for accidents, fleet maintenance, insurance, and monitoring of consumption.
• Supervises the official cars and ensures maintenance of the specialized vehicles is thoroughly conducted.
• Provides oversight, ensuring compliance by team members with existing policies and best practices

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.

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 the 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 training for the operations/ projects staff in administration/logistics.

Impact of Results

The effective and successful achievement of key results by the Administration Senior Associate directly affect the overall efficiency of the office’s provision of administrative services, impacting its 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.

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

Experience:

• Minimum of seven years of relevant experience in general administrative, logistics, or operations support services in national or international public or corporate organizations.
• Some experience in UN system organizations is desirable.
• Proficiency in computers and office software packages (MS Office) and experience in handling web-based management systems is required.
• Experience in the use of Enterprise systems including OneUNOPS is desirable.

Language Requirements:

• Fluency in English and Nepali is required.