UNOPS Ethiopia Vacancy 2023

Position: Administration Senior Assistant

Job Time: Full-Time

Job Type: Contract

Place of Work: Mekelle, Ethiopia

Application Deadline: March, 01/2023

Background Information - Job-Specific

UNOPS Ethiopia Multi-Country Office (ETMCO) exciting career opportunity

UNOPS-ETMCO is recruiting for this position: Administration Senior Assistant based in Mekelle - Tigray, Ethiopia.

Qualified women (female) candidates are 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 supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peacebuilding, 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.  

This position will be based in Tigray region -Mekelle to support the implementation of the World Bank funded Project that aims to rehabilitate health, education, infrastructure, etc facilities in the region. 

Under the direct supervision of the Support Services Senior Officer, the Administration Senior Assistant acts as the project Administration focal point and provides assistance in the execution of administrative services for the World Bank project as well as the Mekelle office. S/he promotes a client-oriented approach consistent with UNOPS rules and regulations.

The Administration Senior Assistant works in close collaboration with world bank Project teams for resolving administration-related issues and information exchange.

Functional Responsibilities

Under the direct supervision of the Support Services Senior Officer, the Administration Senior Assistant will be responsible for the following summary of functions:

Administrative support

Travel and transport support

Custodial, Common Premises, and general Support

Support to knowledge building and knowledge sharing

1. Administrative support:

Researches and retrieves statistical data from internal and external sources; prepares statistical charts, tables and reports, extracting data from various sources.

Provides administrative support to organizing conferences, workshops, and retreats.

Records and issues minutes of meetings.

Compiles information for periodic audits.

Petty cash management.

2. Travel and transport support:

Processes travel transactions (authorizations and claims) including in the 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.

Prepares documentation for security clearances, processes hotel reservations, and organizes airport pickups, hospitality, protocol, customs and immigration support for UNOPS personnel as necessary.

Accurate and timely information on processes and pending issues regarding travel 

Supervises external contractors for transportation services, including client service and processing of invoices.

In liaison with the Logistics unit, supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.

3. Custodial, Common Premises, and General Support

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.

Contract management of office common services ensuring quality and compliance.

4. Knowledge building and Knowledge sharing

Maintains admin documentation (hardcopy and online) including records and files, ensuring safekeeping of confidential materials; for easy reference and retrieval, document management, including file closures, and archiving.

Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learned and dissemination of best practices in Administration.

Contributes feedback, ideas, and internal knowledge about processes and best practices and utilizes them productively.

Maintains office documentation including records and files, ensuring the safekeeping of confidential materials.

Any other tasks assigned by the supervisor.

Impact of Results

The effective and successful achievement of results by the Administration Senior Assistant directly impacts on the achievement of the projects and consequently reinforces the visibility and image of UNOPS as an effective service provider in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project services. 

Education/Experience/Language Requirements 

Education:

A secondary school (High School) Diploma is required.

First University Degree (Bachelor's or equivalent) in Business Administration, Public Administration, or equivalent disciplines is an asset, but is not required.

Experience:

A minimum of five (5) years of administrative/operational experience in administration with demonstrated capacity to meet performance indicators, and deliver results is required.

Experience in working with a range of stakeholders in developing countries is an asset

Some experience in UN system organizations is desirable.

Experience/knowledge of Google Suite products, especially google forms, sheets, docs and slides is an asset.

Experience in use of Enterprise systems including OneUNOPS is desirable

Language Requirements:

Fluency in written, reading and spoken English is required. 

Knowledge of the local language (Tigrigna) 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 a 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: Local Individual Contractor Agreement (LICA)

Contract level: LICA 5 /ICS-5

Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

How to apply:

Register using the following link CLICK HERE

For more details about the ICA contractual modality, please follow this link: THIS LINK

This is a local position and is open to Ethiopian nationals only.

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 opportunities. 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 that 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.