Administration Associate (Executive Associate to the NYSC Director)

Background Information – Job-specific

New York Service Cluster (NYSC) supports the United Nations Secretariat, as well as other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management. NYSC includes the following business units:

Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. PSC administers, provides support and oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations. It is headed by the PSC Director who has the overall authority and accountability for the performance of the Peace and Security Cluster on behalf of its clients.

Sustainable Development Cluster (SDC) supports diverse partners with their peacebuilding, humanitarian and development operations. It was formed by combining the following portfolios: Grants Management Services (GMS), UN Technology Support Services (UNTSS), Development and Special Initiatives Portfolio (DSIP) It provides Services to partners’ programmes that are designed, structured, and managed with a global perspective and primarily serving partners that are headquartered in New York. The SDC has a footprint of approximately 125 countries.

The Administration Associate (Executive Associate to the NYSC Director) promotes a client, quality and results-oriented approach.

Under the overall guidance and supervision of the New York Service Cluster (NYSC) Director, the Administration Associate (Executive Associate to the NYSC Director) will perform the following activities.

Functional Responsibilities

Ensures effective and efficient functioning of the NYSC Director’s office focusing on achievement of the following points:

1. Administrative Support

• Provide accurate solutions for travel purposes and ensure the appropriate procurement of visas;
• Monitor and support the NYSC Director Office personnel missions schedule; support incoming missions from UNOPS HQ and other offices to NY, as needed;
• Organize regular and ad-hoc meetings; prepare background material, minutes and summaries of actions to be taken; track progress on planned issues; follow-up with focal points;
• Monitor and facilitate NYSC Office Director’s approval for all documents received from the NY Clusters; Compile reports and administrative documentation;
• Provide accurate and timely information on processes and pending issues to the concerned individuals/unit;
• Management of the NYSC Director’s Office and the NY office in general, ensuring an environment of professionalism, results focus, efficiencies and teamwork at all times.

2. Operational Support

• Support the NYSC Director’s Office and the NY Office as needed in organizing retreats, training and workshops for personnel as appropriate including agenda preparation, documentation, review of budget and authorization of expenses;
• Organize high-level events including invitees from embassies, governments, UN agencies, governmental/non-governmental organizations and other partners;
• Coordinate preparation of meetings with key partners/donors (logistics, talking points, background notes, presentations, etc.);
• Provide assistance to the NYSC Director in managing and monitoring the utilization of the regional administrative budget, ensuring regular update and reporting are prepared and submitted to the NYSC Director;
• Verify invoices for the settlement of the NYSC Director Office and NY office due payments;
• Support the New York Office in various procurement and logistics related to the administration of the office.
• Support the designated person in the NYSC office, as needed, to manage office space, as well as the rollout of related corporate initiatives in support of organizational commitments to the SDG targets concerning office operations;
• Liaise with Support Services Center/Integrated Practice Advice and Support for any support NYSC Director’s Office and NY Office may need from Support Services Center/Integrated Practice Advice and Support;
• Responsible for compilation of reports and administrative documentation as requested by the NYSC Director.

3. Support to people and information management

• Facilitate and manage the ongoing network and exchange of information with internal partners and important business clients;
• Screen all incoming communications to NYSC Director’s Office mail boxes, filter outgoing correspondence for supervisor’s signature, clearance and further action by other personnel;
• Adherence to appropriate protocol and correspondence guidelines by the office team when communicating with Governments and other external partners;
• Development of effective systems and procedures to improve and streamline work and communication flow within the team, to meet high-paced job demands and business requirements;
• Performs other duties as may be reasonably required and in line with the incumbent’s scope of services above.

Monitoring and Progress Controls

• Online Performance Evaluation Report (PER) will be used to monitor and register performance through the contract duration.
• Ad-hoc meetings with supervisor.

Education/Experience/Language requirements

*FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY

*CANDIDATES WITH NO UNITED NATIONS OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY

Education

• Secondary/high-school education required as a minimum.
• First level university education (BA) in relevant field highly desirable. Relevant technical diploma (such as secretarial), or diploma or certification in a field related to business administration or public administration would be an additional asset.

Required experience

• Minimum six (6) years of relevant work experience in administrative support is required; (Note that a higher educational level can be accepted in lieu of work experience, i.e. with a BA degree 2 years of relevant work experience would be required;)

Desirable: (The following experience is optional. Candidates who do not have it are welcome to apply)

• Experience as an executive assistant to senior managers or similar role would be an asset.
• Knowledge of ERP software or accounting software is desired;
• Knowledge of UNOPS financial regulations and rules is considered is an added asset;
• Knowledge of UNOPS management systems is an asset.

c. Language

• Fluency in written and oral English and the language of the duty station required.
• Knowledge of a second UN working language is desirable.

Other:

• Working in person at the office is required from Monday through Friday.

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: Local Individual Contractor Agreement – LICA Contract level: LICA 6 Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

This is a local position, no travel/installation costs to the duty station are included.

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.
• Qualified female candidates are strongly encouraged to apply.
• 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
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• 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.

Background Information – UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background Information New York Service Cluster

UNOPS New York Service Cluster (NYSC) includes the Peace and Security Cluster (PSC) and the Sustainable Development Cluster (SDC). SDC is made up of Grant Management Services, Development and Special Initiatives and UN Technology Support Services.