Senior Administration Assistant, Multiple positions

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 the unit.

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.

1. 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 a 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 need as well as client satisfaction
• Collects information for administrative surveys in support of 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

• Full working knowledge of English, Ukrainian and Russian is required
• Knowledge of another official UNOPS language is an asset.

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. A role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others.

Demonstrates an 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.

Contract type: Local ICA Support (LICA)

Contract level: LICA 5

Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

THIS IS A LOCAL POSITION FOR WHICH ONLY APPLICANTS WITH UKRAINIAN NATIONALITY OR WITH THE RESIDENCY/WORK PERMIT IN UKRAINE ARE ELIGIBLE FOR CONSIDERATION.

THIS CONTRACT IS LIABLE TO NATIONAL TAXATION AND OTHER APPLICABLE LEGISLATION.

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

• 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.
• Qualified female candidates are strongly encouraged to apply.
• 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
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

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.