Application closing date: 28 January 2019
Background Information – Job-specific
The Somalia Security and Justice Programme (SSJP) is a DFID funded programme with overall objective to support establishment of sustainable development of security and justice system in Somalia.
Under the overall guidance and supervision by SSJP Fund manager the incumbent performs a arrange of specialized, technical and general, administrative support services, 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.
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 is a local position and it is open to Somali nationals only.
Qualified Somali female candidates are strongly encouraged to apply to the position.
Management and Administrative
- Manages the work area, ensuring the efficient and effective delivery of client services and process in full compliance with UNOPS rules, regulations, policies, and strategies.
- Support the Programme Manager and Fund Manager to ensure availability of staff and resources for work commitments, facilitating optimal workflows.
- Implements the control mechanism for administrative services, including maintenance of administrative control records such as commitments and expenditures.
- Execute designated transactional/certification roles in OneUNOPS/Enterprise system.
- Draft and/or oversees compilation of data and research for planning of financial resources/administrative budget for administrative/logistical services.
- Assist the Programme (SSJP) team with administrative duties such as travel booking; follow up procurement, HR and routine administration of service delivery.
- Support the Programme on monthly calendar planning, alerting upcoming events, meetings, deadlines.
- Continuously provide assistance with clerical and administrative support relating to projects.
- Assist in organizing meetings and workshops – venue booking, send meeting invite and support in organizing logistics arrangements for meetings and workshops.
- Drafting project communications, checking documents for accuracy and compliance with UNOPS format and requirements.
- Resolution of routine administrative and process problems, referring complex issues to supervisor with recommendations for course of action.
Logistics, Asset Management and Services
- 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,
- Oversees implementation of logistics system in accordance with UNOPS Logistical Procedures.
- Guides and manages protocol matters, ensuring efficient delivery of client services, including registration of and advisory services to staff, and host government authorizations.
- Supervises directly or indirectly transportation services, including personnel/outsourced service providers, client service, conformity with procedures for accidents, fleet maintenance, insurance, and monitoring of consumption.
- Drafting contracts and process authorizations for service activities, and Certifies administrative services.
- Review of Terms of Reference for consultancy service; initiation of recruitment on receipt of clearance from SPM;
- Initiation of procurement actions through a requisition on receipt of clearance from Senior Programme Manager and Fund Manager.
- Maintain contract tracking, reviewing invoices and supporting documentation to ensure that services provided are in conformity with the terms of the contract.
- Facilitates the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
- Provides oversight, ensuring compliance by team members with existing policies and best practices.
Information and Knowledge Management
- Oversees the proper functioning of area’s documentation/information system, including screening, indexing, classifying, storing and disseminating information and/or reports and material ensuring conformity with relevant procedures governing the integrity of records and files.
- Supervises the updating of Intranet on standards, tools, and information for administrative services.
- Provides sound contributions to knowledge networks and communities of practice.
- Synthesizes and disseminates best practices to internal collaborators and networks.
- Preparation of briefing materials as required for mission travel and/or discussion on project activities and status as requested/necessary.
- Produce programme communication materials.
- Liaison with SSJP team and operations to exchange information on administrative issues and seek co-operation.
- Support the SPM on report writing as necessary.
- Maintain accurate programme and operational records (hard copy and online), files/archive in consultation with Project Support Officer for ease reference and retrieval that includes relevant financial transactions.
- Provide an input and update for accurate programme data and information to institutionalize and disseminate knowledge.
- Coordinate with SSJP programme team and communications to produce articles for UNOPS newsletter and others as requested by SPM.
- Perform other related duties as required.
Impact of Results
The effective and successful achievement of key results by the Administrative Associate directly affect the overall efficiency of the office’s provision of administrative services, impacting its capacity to efficiently and effectively service the operational needs of the 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.
Completion of secondary school education is required. Bachelors’ degree in Business Administration, Public Administration, International Relations and Communications and Programme management or equivalent is desirable. In the absence of a degree, administrative certificate is an asset.
- Minimum of seven years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations required.
- 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.
- Fluency in written and oral English
- Knowledge of a second UN or regional language is an asset.