Location: Addis Ababa, Ethiopia
Organization: UNOPS
Deadline: 23-Apr-2025
Job Description
Background Information – Job-specific
Background Information PSC
The UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. It is led by the Director, who has overall authority and accountability for the performance of PSC on behalf of its clients. The Director is responsible for administering and providing oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations.
Background Information UNMAS
Established in 1997 by the General Assembly, the United Nations Mine Action Service (UNMAS) serves as the United Nations focal point for mine action and supports its vision of “a world free of the threat of landmines and unexploded ordnance, where individuals and communities live in a safe environment conducive to development, and where mine survivors are fully integrated into their societies.”
UNMAS coordinates and collaborates with fourteen UN departments, agencies, programmes and funds to ensure an effective, proactive and coordinated response to the problems of landmines and explosive remnants of war, including cluster munitions.
UNMAS establishes, manages, and provides strategic direction to mine-action coordination centres in countries and territories as part of peacekeeping operations and humanitarian emergencies or crises. In these situations, UNMAS may plan and carry out mine-action projects, support and coordinate the work of local and international mine-action service providers, and set priorities for mine clearance, mine-risk education and all other aspects of mine action.
UNMAS establishes, manages, and provides strategic direction to mine-action coordination centres in countries and territories as part of peacekeeping operations and humanitarian emergencies or crises. In these situations, UNMAS may plan and carry out mine-action projects, support and coordinate the work of local and international mine-action service providers, and set priorities for mine clearance, mine-risk education and all other aspects of mine action.
Functional Responsibilities
Purpose and scope of assignment
Under the overall guidance and supervision of the Support Services Officer (SSO) and also reporting to the SSO, 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.
Summary of Functions / Key Results Expected:
- Management Support
- Team Management
- Logistics, Asset Management Services
- Knowledge Building and Knowledge Sharing
1. Management Support
- Provides assistance in executing standard office transactions, processes, and client services, ensuring adherence to UNOPS rules, regulations, policies, and guidelines.
- Supports monitoring of service agreements with clients and gathers feedback on client satisfaction.
- Maintains administrative control records, including commitments and expenditures, under supervision.
- Assists in inventory control, ensuring proper issuance and tracking of inventory items and supplies.
- Reviews travel documentation and payments for completeness before submission for approval.
- Performs data entry and transactional roles in OneUNOPS/Enterprise system as assigned.
- Assists in compiling financial and administrative data for planning and reporting purposes.
- Supports procurement activities as requested by the SSO, primarily focusing on documentation and vendor communication.
2. Team Management
- Assists in work coordination within the team and provides guidance on routine administrative tasks.
- Supports the implementation of work plans and operational processes under the guidance of a supervisor.
3. Logistics, Asset Management Services
- Provides logistical and asset management support services, ensuring compliance with UNOPS rules and procedures.
- Assists in logistics processes, including shipments, customs clearance, travel coordination, and office supplies management.
- Supports supply and asset management services, including assisting with inventory verification and periodic reporting.
- Facilitates registration and host government authorizations for personnel under guidance.
- Assists with transportation coordination, including vehicle bookings, fuel monitoring, and vendor liaison for vehicle maintenance
- Supports in documenting and reporting damage, loss, or theft of assets and assists in maintaining asset records.
- Prepares basic administrative reports, such as monthly vehicle usage summaries.
- Coordinates with external contractors for transportation services and assists in invoice processing.
- Assists in ensuring proper storage and handling of assets following UNOPS procedures.
- Provides support in HSSE-related tasks as guided by the HSSE Coordinator.
4. Knowledge building and Knowledge Sharing
- Assists in organizing and facilitating training sessions on administrative procedures.
- Supports knowledge-sharing initiatives by compiling best practices and lessons learned.
- Collects and documents feedback to contribute to process improvement.
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.
Education
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.
Education/Experience/Language requirements
Education
- A secondary school diploma (high school or equivalent) combined with six (6) years of relevant experience
OR
- A First Level University degree (Bachelor’s or equivalent) combined with two (2) years of relevant experience
Experience
- Relevant experience is defined as experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations
- Proficiency in computers and office software packages (MS Office) and experience in handling web-based management systems is required
- Experience working in UN system organizations is desired
- Experience in the use of ERP systems, including oneUNOPS, is desired
Language Requirements
- Full working knowledge of English is required
- Knowledge of a second UN or regional working language is desired.
