Administration Senior Assistant – UNOPS

Job Description

Organization	United Nations High Commissioner for Refugees
Job Title	Administration Senior Assistant
Job categories	Administration
Department/office	AFR, ETMCO, Sudan
Duty station	Khartoum with frequent travel to project locations, Sudan
Contract type	Local ICA Support
Contract level	LICA-5
Duration	Ongoing Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’
Application period	17-Oct-2022 to 30-Oct-2022

 Background Information – Job-specific

The UNOPS ETMCO, Sudan office has recently signed MOUs with Donors, Government, and other UN agencies to implement projects on Infrastructure, Procurement, and Human Resources Management. Recently, the ETMCO Sudan office has signed an agreement with United Nations integrated Transition Assistance Mission in Sudan (UNITAMS) to provide support services to the PCC in Darfur states /To efficiently and effectively serve our partners with due regard to corporate standards and policies, the UNOPS ETMCO, Sudan office is in need of an experienced administration senior assistant. Under the direct supervision of the project management support senior officer and under the overall guidance from the country manager, the Administration Senior Assistant provides support to office operations performing a variety of standard administrative processes, ensuring high quality and accuracy of work. 

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. PCC offices as per the agreement with UNITAMS
• Compiles information for periodic audits. 
• Petty cash management.
• Supervise the PCC offices maintenance and insurance of smooth functionality of premises, as per the MoU with UNITAMS

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 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.
• Provides clear maintenance plans and actions for all PCC office premises, as per the agreement with UNITAMS
• Ensure timely responsiveness to administrative requests from UNITAMS/PCC regarding repairing and maintenance to identified offices
• Ensure control and supervision of the contracts of rented vehicles to UNITAMS PCC, ensuring regular maintenance, fueling, drivers readiness, etc. as per an approved schedule of vehicles needs
• Review and submit payments claims for rented vehicles
• Ensure maintenance of generators, supply of fuel and its functionality at all times for all PCC offices
• Ensure utilities supervision, payment and regularity of services to all rented offices etc.  

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/Experience/Language requirements

Education.	Completion of secondary school is required.  A Diploma with three years relevant experience is an advantage. First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.
Experience	Minimum of five years of relevant experience in general administrative, or operations support services in national or international public or corporate organizations is required. OR A Diploma with three (3) years relevant  experience OR a Bachelor Degree with one (1) year  relevant experience is an added advantage. Experience in UN system organizations is desirable. Experience in use of Enterprise systems is desirable.
Language Requirements	Full working knowledge of English is required. Knowledge of another official UN language is an asset.
Skills	Administration – Administrative support ( 5 years) Contextual Skills – UN experience (Optional) Information Technology – ERP systems (Optional)

 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

1. Contract type: Local Individual Contractor Agreement (LICA)
2. Contract level: LICA-5
3. Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

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 Considerations

• Please note that the closing date is midnight Copenhagen time.
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
• 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
• 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 (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, 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 recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

 Background Information – Sudan

Sudan

The UNOPS Sudan office is based in Khartoum and works closely with the Government of Sudan and international partners to support humanitarian response, recovery and development initiatives. UNOPS is the United Nations sector lead for the Basic Infrastructure Sector in Sudan and helps partners achieve their project goals in sectors including: water resource management, education, census and elections, human resource management and mine action.