06.02.2023

Провідний (-а) асистент (-ка) з адміністративних питань

ЗАВЕРШЕНО

Background information

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

In Ukraine, UNOPS support to the partners in their reform agenda since 2017 spans the rule of law, social protection, demining, emergency response and security. The projects are funded by the EU, the Governments of Japan and Canada.

All projects have gender equality as a transversal theme, and have been contextualised within the broader Sustainable Development Goals frameworks and objectives.

Following the increased militarisation around Ukraine’s borders as well as the recognition of the so-called Donetsk and Lugansk People’s Republics by the Russian Federation, the security situation in Ukraine deteriorated rapidly, with the launch of a military offensive by the Russian Federation on 24 February 2022. Armed violence escalated in at least eight oblasts (regions), including Kyivska oblast and the capital city of Kyiv, as well as in the eastern oblasts of Donetsk and Luhanska which were already affected by conflict. The towns of Mariupol, Kharkiv, Irpin were strongly affected, so resident civilians fled their homes en masse.

Martial law and a state of war were introduced in Ukraine on 24 February 2022, and the general mobilisation of all Ukrainian males between 18 and 60 years old was ordered, while the Ukrainian airspace was closed to civilian users.

The UNOPS immediately launched its Emergency Procurement Procedure (EPP) to enable a faster response to requirements related to the crisis. The EPP provided flexibility in procurement procedures while still ensuring adherence to essential public procurement principles.

Under the direct supervision of the functional supervisor 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

This is a local position, it is therefore open to Nationals of Ukraine and to individuals who have a valid residence/work permit.

1. 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 the head of the unit.
Provides administrative support to conferences, workshops, retreats.
Compiles information for periodic audits.
Petty cash management.

Travel and Logistics
Inventory, Asset Management, Custodial, Common Premises, and general Support
Knowledge building and Knowledge sharing

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 relationships 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.

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 of the organization of common services.

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 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/ Experience/ Language Requirements

Completion of secondary school is required.

First University Degree in Business Administration, Public Administration or equivalent disciplines is desirable, but not required, and might substitute some years of experience.

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

Minimum of five years of relevant experience in general administrative, or operations’ support services in national or international public or corporate organizations. A relevant Bachelor or Master’s degree may be considered in lieu of some or all the required years of relevant experience.
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 use of Enterprise systems including OneUNOPS is an asset.

Fluency in English and Ukrainian is required.

Contract type /level/duration

This is a local position, it is therefore open to Nationals of Ukraine and to individuals who have a valid residence/work permit.

Contract type: Individual Contractor Agreement
Contract level: Local Support Level 5
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

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.

https://jobs.unops.org/pages/viewvacancy/VADetails.aspx?id=25345#6