Back Administration Associate

Background Information - Job-specific

*FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY


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 provides project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations. UNOPS is championing the implementation of sustainable development practices, by reporting on sustainability initiatives using the Global Reporting Initiative (GRI) framework. With over 9,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it. By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

UNOPS New York Office (NYO) includes a number of co-located functions:

Revenue functions. Global Portfolios Office and the New York Portfolio Office including: Peace and Security Cluster (PSC), Sustainable Development Cluster (SDC), which consists of Grant Management Services, Development and Special Services Portfolio, UN Technology Support Services.

Strategic positioning functions. New York Board of External Relations - supporting the strategic positioning of UNOPS, helping to establish relevant high-level relations with permanent missions to the UN and other UN Management functions.

Corporate functions. Legal Group and IAIG .

Under the overall guidance and supervision of the ICT Associate, the Administration Associate provides the overall administration and execution of varied and inter-related operational and logistical activities at the New York Office, ensuring high quality and accuracy of work. The Administration Associate promotes a client, quality and results-oriented approach.This role combines traditional reception responsibilities with helpdesk support to address general inquiries and assist with troubleshooting basic office or IT-related issues.

Functional Responsibilities

The Administration Associate will be responsible for the following duties:

Liaison Duties

Visitor Management: Welcome all visitors, ensure they sign in and provide them with relevant security badges. Register and guide visitors to the UNOPS office and ensure that the main office entrance is monitored

Phone Handling: Answer incoming calls and direct them to the appropriate departments or individuals.

Mail and Package Handling: Receive and distribute mail and packages to the relevant departments or personnel.

Meeting Room Coordination: Schedule and prepare meeting rooms as needed, ensuring all equipment is functional.

Administrative Support

Ensure that documents, crucial letters and other relevant or important correspondence) are properly submitted to different partners and are digitally field.

Support Global Portfolio Office (GPO) and New York Portfolios Office (NYPO) Senior Management with general clerical administration as required as additional surge capacity

Support the office to manage the GPO and NYPO office calendar to ensure all meetings (global and New York based), trainings and events are captured for the year ahead and updated on a regular basis.

Manage the office premises and ensure that the premises are well maintained and initiate necessary requests for office repair and maintenance ensuring Health, Safety, Social and Environmental (HSSE) compliance.

Be a focal point with the building management for any office related issue with the floor/building.

Manage overall administration for the NYO in terms of managing subscriptions/payments, procuring office supplies etc.

Act as 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.

Assist with various other administrative assignments as they arise such as mobile phone bills, courier bills and other recurring charges.

Assist with administrative arrangements, workshops, meetings and conferences organized by NYO, including in the logistical planning and procurement of services.

Petty cash management as needed by the office

Creation of Purchase Orders, RFPs and Vendor Profiles in One UNOPS, seeking approval and budget checking, screening of supplier invoices for correctness, and monitoring of payments with the Finance department.

Provide ad hoc support to the New York Board and External Relations Office (NYBER) and Legal Office on administrative tasks.

Helpdesk Support

General Inquiries: Address routine inquiries from staff, including directions, office policies, and basic troubleshooting.

IT Equipment Support: Assist in setting up equipment (such as laptops, printers, and projectors), and troubleshoot minor technical issues.

Office Supplies Management: Monitor and maintain office supplies, coordinating orders as needed to ensure stocks are adequate.

Service Requests: Log and track requests for IT, facilities, or maintenance support, following up to ensure resolution.

Monitoring and Progress Controls

Online Performance Evaluation Report (PER) will be used to monitor and register performance throughout the contract duration.

Ad-hoc meetings with supervisor.

Education/Experience/Language requirements
*FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY

Education:

Completion of secondary school is required.

A first-level 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

Work Experience:

Required Experience:

Minimum of six years of relevant experience in general administrative, or operations’ support services in national or international public or corporate organizations.

Proficiency in computers and office software packages (specially in G-suite) and experience in handling of web-based management systems is required.

Desirable Experience (the following experience is optional candidates who do not have it are welcome to apply):

Some experience in UN system organizations is desirable.

Experience in the use of enterprise systems including OneUNOPS is desirable.

Language:

Fluency in English (write, speak, read) is required

Knowledge of another UN working language is an asset.

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. Contract type, level and duration

Contract type: Individual Contractor Agreement (ICA)
Contract level: Local Individual Contractor Agreement (L-ICA 6- ICSC6)
Contract duration: Ongoing contract (subject to good performance and availability of funds)

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 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. UNOPS seeks to reasonably accommodate candidates with special needs, upon request. Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types. This position will be based in New York, USA which is a family duty station. 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.