Background Information - Job-specific
The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.
Background information - job specific
In Ukraine, UNOPS supports since 2017 the national government and partners by implementing projects that span sectors from the rule of law, social protection, demining, to emergency response and security. Many of the projects include infrastructure components. The projects are funded by the EU, the Governments of Japan and Canada.
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.
By October 2022, the Office of the High Commissioner for Human Rights reported 15,592 civilian casualties in the country - 6,221killed and 9,371 injured. The UN estimates that 18 million people in Ukraine will need relief and protection.
By October 2022, the United Nations High Commissioner for Refugees (UNHCR) stated that 7,678,757 refugees from Ukraine had been registered across Europe, and in addition 6.2 million persons had been internally displaced. Functional Responsibilities
Under the overall guidance, direction and supervision of the Head of Support Services, the Administrative Associate (Retainer) forms part of the Support Services of Ukraine Multi-country Office - Poland Representation office. They will contribute to ensuring that the day-to-day activities are in compliance and up to date, and that reporting requirements to stakeholders are in line with defined project objectives. The Administrative Associate will be responsible to provide support for all operational aspects, including but not limited to managing facilities and warehouses, and covering all aspects of procurement, contracting and logistics, administration, outreach and stakeholder coordination in close consultation with the relevant colleagues. The Administration Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.
Summary of Key Functions:
Administrative Support - Translations Administrative support - Research and documentation Logistics and travel support Knowledge Building and Knowledge Sharing 1) Administrative Support - Translations:
Prepare briefings, emails and other documents as required in Polish for use by key internal stakeholders Communicate with Polish utility companies and other relevant stakeholders in Polish to support the operations of the UNOPS Office. 2) Administrative support - Research and documentation:
Provide support in researching potential opportunities related to Office administration as shall be guided by UNOPS management e.g. Local suppliers for administration supplies (furniture, stationary, fuelling points, parking space management etc) Keeping abreast of social, economic, and political trends, and provide background notes and analysis, as needed; Support preparation of background notes, briefings, and other materials for UNOPS management and personnel as needed. 3) Logistics and travel support
Act as liaison for UNOPS with the premise Lessor, in facilitating sharing of documents between UNOPS and Lessor e.g. Lessors registration paperwork in Poland, collection of utility bills from Lessor etc.the identification of and leasing Office Space for UNOPS in Warsaw Conduct administrative support including office space furnishing and other premise management components at UNOPS office Handle routine administrative and process issues related to the office Provides administrative support to organising meetings, field visits for needed assessments and other travel as needed, including for external UNOPS colleagues to travel to Poland Conducts physical inventory checks, drafting periodic inventory and asset reports; Registers assets on electronic systems; Acts as a custodian for management of office stationery and other supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution Provide necessary inputs to the UACO Support Services team to support with processing of travel transactions (authorisations and claims), requests for visas, identity cards and other documents for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations Provides information on air services, rates and travel schedules for specific itineraries Prepares documentation for security clearances, processes hotel reservations, organises airport pickups, hospitality, protocol, customs and immigration support for UNOPS personnel as necessary. 4) Knowledge Building and Knowledge Sharing:
Maintains office documentation (hardcopy and online) including records and files, ensuring safekeeping of confidential materials, for easy reference and retrieval, document management, including file closures, archiving Ensures adequate and complete filing for all documents related to UNOPS Poland office 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 teamโs provision of administrative services, impacting the officeโs 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 UNOPSโ competitive position as a partner of choice in sustainable development and project services in the country/region served.
Education/Experience/Language requirements
Education
Completion of secondary education (high school or equivalent) is required. A first-level university degree (e.g. Bachelor) in business administration, international relations, international development, economics, social sciences or any related field may be considered as a substitute for four (4) years of work experience.. Advanced higher degree (Masterโs or equivalent) in a relevant area is an advantage and may substitute for six (6) years of work experience. Experience At least 6 years of professional work experience with a secondary school education (2 years with a first-level university degree) at the national and/or international level in project management, business development, business development, office administration or other relevant fields are required. Experience working in the UN or other international development organization is an asset; Excellent oral and written skills are required Accuracy and professionalism and attention to details in document production and editing is required; Strong planning and coordination skills are required; Ability to work and adapt professionally and effectively in a fast-paced environment; ability to work effectively in a multicultural team of international and national personnel; including external stakeholders as required Experience in the use of Google Suite is an advantage; Self-motivated, ability to work with minimum supervision and to meet tight deadlines Language
Fluency in English and Polish is required. This is a local position, it is therefore open to Nationals of Poland and to individuals who have a valid residence/work permit. 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: ICA (Individual Contractor Agreement)
Contract level: Local ICA Specialist, Level 6
Contract duration: 100 working days per year This is a local position, it is therefore only open to Nationals of Poland and to individuals who have a valid residence/work permit.
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
More information about retainer contracts:
Additional Information
Please note that UNOPS does not accept unsolicited resumes.
Applications received after the closing date will not be considered.
Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.
Terms and Conditions
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 (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.