Administration Associate – Committees

Background Information – Job-specific

The Administrative Associate (Committees) will work in a unit of 9 people, alongside the Chairs and the secretariat members. The primary focus of the unit is running the HQ Contracts and Property Committee (HQCPC) which reviews the award of all contracts in UNOPS over a certain value – including certain non-staff contracts – plus property disposal and write-off requests, and also monitors the functioning of the regional contracts and property committees. The Administrative Associate (Committees) will act jointly with the other members of the secretariat and ensure that the process, scheduling and flow of information on contracts under review is timely and consistent with the established process and procedures.

Functional Responsibilities

Under the direct supervision of the Chair, the Administrative Associate (Committees) is responsible for the following, in conjunction with the other members of the secretariat:

1. Corporate function and services

• Positive, patient, constructive communication with members, submitting officers and other stakeholders.
• Positive contribution to teamwork and collaboration with members and CPC team.

2. Review Board Meetings

• Arrange and coordinate Committee meetings
• Establish the Committee agenda in cooperation with the Chair
• Review submissions prior to Committee meetings, and if necessary request clarifications, and/or additional information from submitting officers
• Ensure timely and efficient distribution of submissions and relevant documentation to the participating Committee members

3. Review Board Documentation

• Attend Committee meetings and note the panel’s discussions
• After each meeting, communicate any queries from the Committee to submitting officers and follow up as required.
• Prepare and distribute a draft of the official minutes and recommendations of the meetings and obtain clearance of this document by a majority of participating Committee members.
• Follow up clearance by all participating members; promptly forward these to the Chair for her/his actions.
• Ensure the maintenance of a permanent record of all Committee minutes/recommendations and submissions reviewed by the Committee.
• Prepare Committee-related correspondence, including answering queries from the Secretaries of the regional Contracts and Property Committees.

4. Knowledge Management

• Compile statistics on submissions as requested
• Maintain the HQCPC intranet page as requested
• Input and update accurate data and information to institutionalize and disseminate knowledge.
• Use technology, electronic systems and tools to initiate work, share information with colleagues
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize these productively.

Education/Experience/Language requirements

Education

• Completion of secondary school or equivalent is required.
• A first-level university degree (Bachelor’s Degree) is desirable but not required, and may compensate for some of the required years of experience.

Work Experience

• With a high school degree 6 years of experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations are required.
• Experienced with drafting and editing documents is a strong asset.
• Experience working in Enterprise systems and in Google environment is desirable (G drive, Google Sheets and Google Docs) is an asset.
• UNOPS Experience is highly desirable

Languages

• Full working knowledge of English is required
• Knowledge of French or Spanish is highly desirable.
• Knowledge of another official UNOPS 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 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: Local ICA Support, LICA-6
• Contract duration: 6 months – with the possibility of extension 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.
• 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.