Fresher Administration Associate (Logistics) UN Jobs – United Nations Office for Project Services (UNOPS)

Job Title:    Administration Associate (Logistics)

Organisation: United Nations Office for Project Services (UNOPS)

Duty Station: Entebbe, Uganda

Vacancy code: VA/2021/B5001/21595

NB: Candidates with No UN Or UNOPS experience are strongly encouraged to apply.

 

About UNOPS:

United Nations Office for Project Services (UNOPS)’ mission is to expand the capacity of the UN system and its partners to implement peace building, humanitarian and development operations that matter for people in need. Working in some of the world’s most challenging environments, UNOPS vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness. By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.

 

Job Summary:  Under the overall guidance of the Head of Support Services, and the direct supervision of the Support Services Officer (Logistics), the incumbent performs and may supervise personnel in delivering, technical and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and 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.

 

Key Duties and Responsibilities:  

Management Support

  • Coordinates individual work areas and coaches personnel in execution of standard office transactions, processes and client services for work areas, ensuring full compliance with UNOPS rules, regulations, policies and strategies and knowledge of the work areas.
  • Monitors team performance against service agreements with clients, and client satisfaction.
  • Implements the control mechanism for designated administrative services, including maintenance of administrative control records such as commitments and expenditures.
  • Administers inventory control, supervising proper issuance of inventory items and supplies.
  • Reviews travel authorizations, documentation, payments.
  • May be designated transactional role in OneUNOPS/Enterprise system.
  • Compiles data and researches information for planning of financial resources/administrative budget for administrative services.
  • Assist with any procurement of items as directed by Procurement SSO or Logistics SSO.

Team Management

  • Facilitate 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.
  • Provide oversight, ensuring compliance by team members with existing policies and best practices.

Logistics, Asset Management 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, covering.
  • Oversees implementation of logistics system in accordance with UNOPS logistical procedures.
  • Coordinates and supervises processes and services in shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, building/facilities/space management, office supplies.
  • Coordinates supply and assets management services and physical verification of inventory items ensuring timely preparation and submission of periodic inventory reports as per UNOPS PSC SOP on assets management.
  • Oversees protocol matters, ensuring efficient delivery of client services, including registration of staff and host government authorizations.
  • Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space and other administrative matters.
  • May supervise transportation services including client service, liaise with the Mission workshop for regular vehicle maintenance, insurance, and monitoring of consumption.
  • Ensures prompt reporting and investigation of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
  • Prepare monthly vehicle trip summaries.
  • Supervises external contractor for transportation services, including client service and processing of invoices.
  • Ensures the safe and proper storage of all UNOPS PSC assets at ESB as per the UNOPS policies and procedures.
  • Carry HSSE activities as per HSSE coordinator guidance.

Knowledge building and Knowledge Sharing

  • Organize, facilitate and/or deliver training and learning initiatives for personnel on Administration related topics.
  • Provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in human resources.
  • Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

 

Impact of Results: The effective and successful achievement of results by the Administration Associate directly affects the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/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.

 


Qualifications, Skills and Experience:

  • The ideal candidate for the United Nations Office for Project Services (UNOPS) Administration Associate (Logistics) job opportunity should hold a first Level degree (bachelor or equivalent) with 2 years of relevant experience OR Secondary school (a High school or equivalent) with 6 years of relevant experience is required.
  • Relevant experience is defined as experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations.
  • Experience with G-suite is desired.
  • Experience in use of Enterprise systems is desirable.
  • Language: Fluency in English (Reading, Writing and Speaking) is required. Knowledge of another UN language is an asset.

 

NB:

  • Candidates with no UN or UNOPS experience are strongly encouraged to apply!
  • Qualified female candidates are strongly encouraged to apply!

 

How to Apply:

If interested in joining the United Nations Office for Project Services (UNOPS) in the aforementioned capacity, please click on link below to visit website and create profile or express interest if you already have a profile on the UN system.

 

Click Here

 

Deadline: 2nd May 2021

 

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