16.01.2020

Senior Administration Assistant, Multiple positions/Старший адміністративний асистент (декілька позицій)

ЗАВЕРШЕНО

Додано:
OlegC

вакансія — Senior Administration Assistant, Multiple positions/Старший адміністративний асистент (декілька позицій)

Job categories Administration
Vacancy code VA/2020/B5116/19121
Department/office ECR, UACO, Ukraine
Duty station Kyiv, Ukraine
Contract type Local ICA Support
Contract level LICA-5
Duration Open-ended
Application period 10-Jan-2020 to 23-Jan-2020

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

Background Information – Job-specific

THIS IS A LOCAL POSITION FOR WHICH ONLY UKRAINIAN NATIONALS OR THOSE WITH THE PERMIT TO LIVE AND WORK IN UKRAINE WILL BE CONSIDERED.
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In response to the request of the Government of Ukraine (GoU), UNOPS opened an office in Ukraine in 2017. Currently, the office is classified as a country office with a portfolio of projects exceeding USD 100 million, in the areas of rule of law, environment, energy efficiency, crisis recovery, good governance, human resources management, procurement, and logistics.

Support for Rule of Law Reforms in Ukraine (PRAVO POLICE) Project

The European Union funded ‘Support for Rule of Law Reforms in the Areas of Police, Public Prosecution and Good Governance Project’ (known as PRAVO POLICE) has the overall objective of supporting Rule of Law in Ukraine through strengthening the systems in place to support policing, prosecution and civilian governance in Ukraine and to align its functioning with the best European and International practices.

This PRAVO POLICE Project supports the creation of an efficient law-enforcement system respectful of human rights in support of the people of Ukraine, through the provision of necessary support to the National Police and other Ukrainian authorities in charge of civilian law-enforcement. On substance matters, the project relies on the EU Advisory Mission (EUAM) to Ukraine which is a Rule of Law and Police Mission, based in Kiev and with presences in Kharkiv and Lviv.

The PRAVO POLICE Project further provides support to law enforcement agencies (LEAs) capacity to upgrade their Information and Communication Technologies (ICT) supported processes and infrastructure, as well as ICT management capacity through the provision of ICT assessments, procurement of ICT equipment, and a range of other ICT solutions. This in turn will contribute to enhanced efficiency and effectiveness of LEAs’ services, while improving their accountability, transparency, and respect of human rights. Under the direct supervision of the Project Leads and under the overall guidance from the Head of Support Services, the Administration Senior Assistant provides support to office operations performing a variety of standard administrative processes, ensuring high quality and accuracy of work.

Functional Responsibilities

Functions / Key Results Expected:

Administrative Support
Travel and Logistics
Inventory, Asset and Supply Management, Custodial, Common Premises
Knowledge Building and Knowledge Sharing

Administrative Support

Researches and retrieves statistical data from internal and external sources; prepares statistical charts, tables and reports, extracting data from various sources.
Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
Provides administrative support to conferences, workshops, retreats.
Compiles information for periodic audits.
Petty cash management.

Travel and Logistics

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.
Organizes 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, organizes airport pickups , hospitality, protocol, customs and immigration support for visiting UN/UNDP officials as necessary
Provides support with respect to protocol issues and requests for official documentation, focusing on achievement of the following results:
Punctual delivery of official protocol certificates; arrangements with UN departments for all issues related to official documentation to be provided to/from international staff, such as visa requirements, work permit, security requirements, health, etc.
Arrangements with UN departments for official documentation to be provided for import/export or transfer of goods
Establishment and maintenance of efficient working relationship with government ministries.
Provision of accurate and comprehensive information to staff on the supporting documents needed by staff and his/her dependants, and import/export or transfer of goods; updated list of the required documents made available to each staff member/unit
Individual monitoring sheet to track the status of submitted documentation for each staff member and dependants, ensuring that official documentation matches the announced schedule
Accurate information provided to individual/unit upon request on administrative steps required and the status of his/her project file,
Accurate and timely information on processes and pending issues to the concerned individuals/unit
May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.
Promptly reports and investigates 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.

Inventory, Asset Management, Custodial, Common Premises, and general Support

Conducts physical inventory checks, drafting periodic inventory and asset reports.
Acts as a custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
Conducts and reports on surveys of office maintenance needs as well as client satisfaction
Collects information for administrative surveys in support to the organization of common services.

Knowledge building and Knowledge sharing

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

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 five years of relevant experience in general administrative, 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 of web-based management systems is required.
Experience in use of Enterprise systems including OneUNOPS is desirable.

Languages