Background Information - Job-specific
Background:
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. Project Information
The “EU Central Asia Civil Society Facility project” project aims to enhance the participation and engagement of Central Asian CSOs in regional dialogues with each other, as well as the EU. This will include capacity development to CSOs to improve their competencies, including helping ensure that they have the abilities to deliver their work in line with the respective legislation, including regarding reporting and audit management capabilities.
Additionally, the project focuses on engaging young leaders, building on the momentum of the Young Voices of Central Asia Forum held in Samarkand in 2022. This will be done by enhancing the capacities of young leaders through dedicated training and knowledge exchange sessions, with focus on topics that are critical for sustainable development, including environment and digitalization.
The project shall be carried out in Central Asia (Kazakhstan, Kyrgyz Republic, Tajikistan, Turkmenistan, Uzbekistan). UNOPS will be responsible for the overall project management of the project, including monitoring and reporting to the EUD, and coordinate project activities under a dedicated project team with other implementing partners and relevant stakeholders.
Under the overall guidance and supervision of the Senior Project Manager, reporting to the Project Support Associate, 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.
** This is a Local ICA contract, therefore every Kazakhstan nationality is eligible and encouraged to apply.
*** FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY. Functional Responsibilities
Logistics and asset management support
Transport services
Support to knowledge building and knowledge sharing
1. Logistics, Asset Management Support
Provides operational support to the project in terms of operational activities, payments, set-up of trips and other related project elements as needed as well as providing the relevant support to set-up the project team. In addition, provides administrative support to ensure efficient operation of the office.
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.
Coordinates supply and assets management services and physical verification of inventory items ensuring timely preparation and submission of periodic inventory reports.
Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space and other administrative matters.
Assistance with timely and effective customs clearance.
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.
Supervises external contractor for transportation services, including client service and processing of invoices.
Administering the receipt of goods and equipment for the office, inspection and report preparation.
2. Transportation services
All official transport needs of Management and office personnel met with accompanying security arrangements.
Implementation of a repair and maintenance system for all office equipment including EDP equipment, and generators, etc.
Efficient building management and maintenance activities.
Implementation of a power policy in line with capacity of the city power and generators.
Assessment of contract services (cleaning, security, taxi, courier, etc.) in view of improving service level and/or identifying better solutions.
3. Knowledge building and Knowledge Sharing
Participation in the training events for the programme, operations and projects personnel on logistics and transport related subjects.
Sound contributions to knowledge networks and communities of practice.
Impact of ResultsThe 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.
Education/Experience/Language requirementsCompletion of secondary school is required.
First University (Bachelor) 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. ExperienceA minimum of 4 years of administrative/operational experience in logistics and administration, with demonstrated capacity to meet performance indicators, and deliver results is required (2 years of experience in combination with a Bachelor degree will be accepted).
Ability to work with computer and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages is required.
Some experience in UN system organizations is desirable. Languages
Full working knowledge of English and Russian is required.
Knowledge of a regional working language is an asset.
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. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. 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.