Administration Associate (Parental Leave Cover)

Job categories Administration

Vacancy code VA/2025/B5004/30178

Department/office GPO, NYPO, Development and Special Initiatives Portfolio

Duty station New York , United States of America

Contract type Local ICA Support

Contract level LICA-6

Duration Open-ended (subject to good performance, availability of funds, organizational requirements and project duration)

Application period 21-May-2025 to 03-Jun-2025

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Functional Responsibilities

* While this position is advertised as ongoing, the current contract is limited to 8 months to provide for parental leave cover. 

Under the supervision of the Chief of Staff, the Administration Associate will be responsible for the following duties:

Management Support Team Management Logistics, Asset Management Services Knowledge Building and Knowledge Sharing

1. 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.

2. 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.

3. 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 Co-ordinates 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 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. Compiles information on administrative services provided for cost-recovery bills. May supervise transportation services including client service, 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. Supervises external contractor for transportation services, including client service and processing of invoices.

4. 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 impacts on the development and performance of the Climate Action Team, visibility and image of CAT, ensuring that the project is aligned with the overall priorities on the UN agenda

Education/Experience/Language requirements

*FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY Education:

• Completion of secondary education is required.
• A first-level university degree (e.g. Bachelor) in a relevant field may be considered as a substitute for four (4) years of work experience.
• In the absence of a degree, an administrative certification is an asset

Experience: Required:

• Minimum of six years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations is required.
• Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is required.

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

• Some experience in UN system organizations is desirable.
• Experience in use of Enterprise systems including OneUNOPS is desirable.

Language:

• Fluency in English (read, write, speak) is required. 
• Knowledge of a second UN or regional working language is an asset