Support Services Senior Associate

Background Information - Job-specific
Austria Multi-Country Office (AUMCO)

The Austria Multi-Country Office (AUMCO) is part of the UNOPS Europe and Central Asia Region (ECR). Specifically, AUMCO aims to enable the achievement of Agenda 2030 and the Paris Agreement through global programmes and tailored interventions in the Balkans, South Caucasus, and Central Asia, focused on Infrastructure, Procurement, Project Management (full service, back on track), HR and Transactional Services, Grants Management and Technical and Advisory Services.

Uzbekistan Office

Under the purview of AUMCO, the UNOPS Uzbekistan Office, established in Tashkent in October 2022 supports the Government of Uzbekistan’s development efforts in the country, through the provision of effective project management, infrastructure and procurement services. At present, the office has signed and has been implementing three engagements contributing to SGD3 (Good Health and Wellbeing), while actively working with the Government of Uzbekistan and development partners in diversifying its portfolio in line with the country’s development priorities including education.

Project Information

The UNOPS Uzbekistan Project Office currently has three ongoing projects that are major contributions to SDG3 (Good Health and Wellbeing).

The first project, “Support to Development of Oncology Services in Uzbekistan” is funded through a major loan from the Islamic Development Bank. UNOPS will support the Government of Uzbekistan in strengthening the preparedness of its national healthcare system and preventing and treating oncological cases in an effective and timely manner. By identifying, procuring, delivering, and operationalizing urgently needed medical, laboratory, radiological, and ICT equipment, the project will significantly contribute to improved access and quality healthcare services for local communities in 14 regional locations including Tashkent and throughout the country.

The second project, “Uzbekistan COVID-19 Emergency Response Project” with the Republic of Uzbekistan's Sanitary and Epidemiological Welfare and Public Health Service (SES) is funded through two major loans from the Asian Development Bank and the Asian Infrastructure Investment Bank. In this project, UNOPS will support the Government of Uzbekistan to upgrade up to 38 existing laboratories and treatment facilities across the country, procure diagnostic equipment and supplies, and establish an ICT system for monitoring the epidemiological situation to strengthen preparedness and resilience to the COVID-19 pandemic and other epidemics.

Under the project “Improving Healthcare in Kashkadarya Region: Delivering Infrastructure Design for New Hospitals in Karshi and Beshkent Cities” signed with the Government of Uzbekistan, UNOPS is responsible for the management of the project and delivery of the infrastructure design of two new hospitals in the Kashkadarya Region, Uzbekistan. The design of two new hospitals is a step towards the Government’s ambitious healthcare reform agenda, aimed at providing improved access to quality healthcare to the people of Uzbekistan. The project is close to the construction phase and aligned with the government’s priorities under its far-reaching reform agenda with an overall objective for Uzbekistan to improve the health of the whole population through universal health coverage. *** Only nationals of Uzbekistan or persons in Uzbekistan with residence and work permit are eligible for this position***

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.

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.

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.

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.

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.

Contract type: ICA
Contract level: L-ICA-7 (ICS-7)
Contract duration: Open-ended, subject to organizational requirements, availability of funds and 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
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. 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.