Support Services Senior Associate

Tashkent

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Tashkent
  • Grade: Administrative support - LICA-7, Local Individual Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2025-09-08

Job categories Administration
Vacancy code VA/2025/B5133/30522
Department/office ECR, AUMCO, Uzbekistan
Duty station Tashkent, Uzbekistan
Contract type Local ICA Support
Contract level LICA-7
Duration Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.
Application period 21-Aug-2025 to 08-Sep-2025
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Functional Responsibilities

Under the overall guidance and supervision of the Senior Operations Manager, the incumbent manages a team, performing a range of specialized, technical and general, administrative support services, and transactions for work areas in administration, ensuring efficient, client-oriented and effective service delivery. The Support Services Senior Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.

1. Administrative support services 

  • Ensure full compliance of administrative support services with UNOPS Financial Regulations and Rules, as well as other applicable policies and procedures. Provide inputs to the business processes mapping of the administrative support services, draft and implement internal standard operating procedures (SOPs) for all recurrent administrative activities.

  • Propose and implement initiatives to improve efficiency and effectiveness of the administrative support services in the office, including the development and implementation of various cost-saving strategies for recurrent expenses. 

  • Execute designated transactional roles in OneUNOPS (Enterprise Resource Planning system).

  • Provide inputs and data for planning of financial resources/administrative budget for the administrative support services’ department. 

  • Manage the premises and assets ensuring their functionality and cleanliness at all times; keep the assets and valuables registry up-to-date at all times,  regularly monitor, report and assist with investigations of any damage, loss or theft; take appropriate measures for the recovery of loss or damages, including, but not limited to, through submission of insurance claims;

  • Manage vehicles’ fleet ensuring the roadworthiness of the vehicles at all times through timely execution of regular and ad-hoc servicing and maintenance requirements, promptly report vehicle accidents, damages, losses or theft of items from vehicles; take appropriate measures for the recovery of losses or damages, including, but not limited to, through submission of insurance claims; regularly check daily logbooks and vehicle history reports and ensure their completeness at all times; manage the transportation services provided by outsourced service providers, if any.

  • Guide and manage the travel management services for all personnel ensuring timely preparation of travel authorisations, arranging for visas, booking of tickets, transfers and hotels; manage the organisation of events and missions; ensure timely payments to the respective service providers for their provided services.

  • Guide and manage protocol matters, ensuring efficient delivery of services to all personnel, including timely registration of locally recruited personnel, accreditation of internationally recruited personnel and their family members, and advisory services to internationally recruited personnel on host government requirements; liaise and coordinate with local authorities on authorizations/privileges and immunities for UNOPS personnel, office spaces and other administrative matters.

  • Guide and manage the logistics and customs clearance services for the inbound and outbound shipments, including, but not limited to, drafting of letters and obtaining of registration, metrology and conformity certificates from the relevant certification bodies depending on the nature of goods.

2.  Support on Security Management matters

  • Under the guidance and supervision of the functional supervisor and in close coordination with other Team Leads provide support for the management of security and safety operations of the UNOPS Uzbekistan office and its personnel in accordance with the UN Security Management System policies and procedures. 

  • Act as Focal point for all security related matters with UNDSS on behalf of UNOPS Uzbekistan;

  • Ensure timely registration of the new personnel with UNDSS and issuance/extension of their UN ID cards;

  • Keep the list of all the Security Focal Points and Fire Wardens up-to-date at all times and ensure their timely replacement in case of departure from UNOPS or change of duty stations within the country;

  • Ensure that UNOPS vehicles are operated/driven only by UNOPS personnel and only based on the written authorisation issued by the Head of Office

  • Provide inputs into UNOPS Uzbekistan’s Business Continuity Plan.

3. Procurement and contract management services

  • Provide full procurement and contract management services for the acquisition of goods and services required on recurrent basis for the effective functioning of the office through establishment/extension of lease agreements for the premises, blanket purchase agreements and small services contracts. The goods and services required on recurrent basis include, but are not limited to: landline and internet services for the office, mobile phone services, satellite communication services, stationery, cleaning materials, maintenance of IT equipment, IT supplies, vehicle maintenance services, fuel supply for the vehicles, car-washing services, parcel services, printing services, local and international travel services, event management services, cargo and passenger transportation services, insurance for the office and vehicles, etc. 

  • Prepare solicitation documents, evaluation reports and contract award submissions, ensuring consistency in format and content.

  • Prepare Lease Agreements, Blanket Purchase Agreements, Small Services Contracts, Purchase Orders, Call-off Orders against BPAs, and their amendments, as may be necessary.

  • Process procurement transactions in OneUNOPS system; 

  • Process invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment.

4. Team Management

  • Manage the administrative support services team composed of Support Services Assistants, Drivers, Cleaners and Maintenance clerk. 

  • Facilitate the provision of high-quality results and services of the support services team through effective work planning, regular and ad-hoc assignment of  tasks, oversight on the quality and timeliness of tasks’ execution, guidance, coaching, performance management, and promotion of learning and development among the supervisees.

  • Provide general oversight on each work area covered by the administrative support services team ensuring compliance by team members with existing policies and best practices.

5. Information and Knowledge Management

  • Oversees the proper functioning of the area’s documentation/information system, including screening, indexing, classifying, storing and disseminating information and/or reports and material ensuring conformity with relevant procedures governing the integrity of records and files.

  • Supervises the updating of the Intranet on standards, tools, and information for administrative services.

  • 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 lessons learnt and dissemination of best practices in human resources.

  • Collect feedback, ideas, and internal knowledge about processes and best practices and utilize them productively.

Education/Experience/Language requirements

Education
  • Completion of secondary school is required. 
  • First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.
  • A Bachelor’s Degree may substitute for 4 years of relevant experience and a Masters Degree may substitute for 6 years of relevant experience. 
  • In the absence of a degree, administrative certification is an asset.
Experience
  • Minimum of seven years of relevant experience in general administrative, logistics, or operations support services in national or international public or corporate organizations.
  • Some experience in UN system organizations is desirable.
  • Proficiency in computers and office software packages (MS Office and/or Google Suite) and experience in handling web-based management systems are required.
  • Experience in the use of Enterprise systems including OneUNOPS is desirable.
Language requirements
  • Working knowledge of English is required. Fluency in either Uzbek or Russian is required. Fluency in both is an asset.
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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