Administration Senior Assistant

Background Information

UNOPS Republic of Serbia Multi Country Office (RSMCO) is implementing 13 projects in Serbia, North Macedonia, Montenegro and Ukraine.

In Serbia, where UNOPS has been active since 2000, and North Macedonia and Montenegro where UNOPS works since 2017, the organisation provides support in demanding socio-economic reforms and facilitating accession to the European Union. The projects focus on sustainable socio-economic development, good governance, social cohesion, environment and emergency response. The projects are implemented with the funding from the European Union (EU), Kingdom of Norway, Governments of Switzerland, Sweden and North Macedonia.

In Ukraine, UNOPS support to the partners in their reform agenda since 2017 spans the rule of law, social protection, demining, emergency response and security. The projects are funded by the EU, UNHCR, the Governments of Japan and Canada.

All projects have gender equality as a transversal theme, and have been contextualised within the broader Sustainable Development Goals frameworks and objectives.

Following the increased militarisation around Ukraine’s borders as well as the recognition of the so-called Donetsk and Lugansk People’s Republics by the Russian Federation, the security situation in Ukraine deteriorated rapidly, with the launch of a military offensive by the Russian Federation on 24 February 2022. Armed violence escalated in at least eight oblasts (regions), including Kyivska oblast and the capital city of Kyiv, as well as in the eastern oblasts of Donetsk and Luhanska which were already affected by conflict. The towns of Mariupol, Kharkiv, Irpin were strongly affected, so resident civilians fled their homes en masse.

Martial law and a state of war were introduced in Ukraine on 24 February 2022, and the general mobilisation of all Ukrainian males between 18 and 60 years old was ordered, while the Ukrainian airspace was closed to civilian users.

On 1 June, the OHCHR reported 9,094 civilian casualties in the country: 4,149 killed and 4,945 injured. By 22 May 2022, the UNCHR estimated that 6.5 million refugees from Ukraine already crossed the border with Poland, other European countries, Hungary, Slovakia, the Russian Federation, the Republic of Moldova, Romania and Belarus, while more than 7 million people were internally displaced.

The UNOPS immediately launched its Emergency Procurement Procedure (EPP) to enable a faster response to requirements related to the crisis. The EPP provided flexibility in procurement procedures while still ensuring adherence to essential public procurement principles.

Functional Responsibilities

***Please note that all duty stations under relocation status have been temporarily relocated to safer places as per UNDSS recommendations***

Under the overall supervision of Head of Support Services, Administration Senior Assistant will provide administrative support to ensure efficient operation of the office.

In particular, the incumbent will be responsible to:

• Processes and follows up with the Ministry of Foreign Affairs of Ukraine on protocol matters related to registration of International Personnel and/or other matters requiring liaison with the Protocol
• Follows up with UN Resident Coordinator Office (RCO) on common themes regarding registration of International Personnel and other topics of mutual interest
• Maintains the Country Manager’s calendar, schedules meetings, prepares agendas and gathers briefing materials as needed
• Manages Office calls and supports visitors, handles confidential and sensitive matters with discretion; ensures that correct messages are taken in case of absence of the personnel
• Maintains the UNOPS Ukraine Office Registry email account and database, receives, registers all incoming and outgoing correspondence
• Ensures distribution of relevant incomming correspondence and documentation through appropriate channels
• Keeps updated lists of names, addresses and telephone numbers of high-level officials, heads of UN Agencies, members of diplomatic corps, and other strategic partners
• Carries out administrative duties such as filing, copying, scanning etc
• Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above

Required Selection Criteria

ALL CANDIDATES ARE REQUESTED TO SUBMIT A CV AND COVER LETTER WITH THEIR APPLICATION.

Education

• Completion of secondary school is required.
• First University Degree in Business Administration, Public Administration, or equivalent disciplines is an asset and may substitute some years of work experience.

Work Experience

• Minimum five years of experience in general administrative, or support services in national or international public or corporate organizations is required.
• Some experience in UN system organizations is desirable.

Language

• Fluency in English and Ukrainian is required

Core Competencies

• Strategic Perspective – Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization. (for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)
• Integrity & Inclusion – 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.
• Leading Self and Others – 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.
• Partnering – 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).
• Results Orientation – 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.
• Agility – 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 behaviour. Performance is consistent, even under pressure. Always pursues continuous improvements.
• Solution Focused – 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.
• Effective Communication – 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

This is a local position, it is therefore open to Nationals of Ukraine and to individuals who have a valid residence/work permit.

Contract type: Ongoing ICA

Contract level: Local ICA Support – LICA 5 (ICS5)

Contract duration: Open-ended subject to organizational requirements, availability of funds and/or to 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
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• 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.

For more information on UNOPS, please visit the UNOPS website at www.unops.org