Senior Associate – Administration at the United Nations Office for Project Services

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.  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.

We are recruiting to fill the position below:

Job Title: Senior Associate – Administration

Job Requisition ID: VA/2023/B5316/26364
Location: Abuja
Department / Office: AFR, GHMCO, Nigeria
Job categories: Administration
Contract type: Local ICA Support
Contract level: LICA-7
Duration: Open-ended

Background Information about the Projects
NEWMAP:

• The Nigeria Erosion and Watershed Management Project (NEWMAP) aims to reduce vulnerability to soil erosion in targeted sub-watersheds.
• The project has been operational in Nigeria since 2013 with funding from The World Bank that ended in June 2022.
• The “Nigeria Climate Adaptation – Erosion & Watershed project” represents a scale-up phase of the World Bank-financed NEWMAP, under a loan from the European Development Bank (EIB).
• The project consists of financing sub-investments (schemes) of sites affected by land degradation in Nigeria, including both gully erosion and degradation of drylands.
• The project involves two components – 1) Infrastructure, and 2) Technical Assistance.
• The scheme selection is based on a multi-criterion ranking system, coupled with assessments on the level of readiness of the schemes and the capacity of the implementing state/s. All 23 states wish to participate in the project and are intended recipients of assistance from the project.
• The project is implemented by a Federal Project Management Unit (FPMU), located within the Federal Ministry of Environment (FME), in coordination with the SPIUs that are established in each participating state.

RAAMP:

• The Nigeria Rural Access and Agricultural Marketing Project (RAAMP and RAAMP-2) is an initiative that has been financed by the World Bank and the French Development Agency (AFD), along with some contribution from the Government of Nigeria (GoN).
• The EIB’s “Nigeria Access to Agri-Markets Framework Loan” consists of a framework loan to finance sub-investments proposed under the existing RAAMP.
• The purpose of the project is to strengthen the infrastructure related to the agriculture sector by (i) improving and expanding the rural roads network connecting farms to markets, whilst (ii) enhancing infrastructure to transform products and support local farmers to increase productivity.
• The project has so far been implementing schemes across thirteen Nigerian states. The EIB loan may possibly target the six states that have not received RAAMP funding to date viz, Anambra, Benue, Borno, Cross River, Niger, and Taraba, that will involve the rehabilitation and upgrading of rural roads and agro-logistics centers in these pre-selected participating States.
• RAAMP is implemented by a Federal Project Management Unit (FPMU), located within the Federal Ministry of Agriculture and Rural Development (FMARD), in coordination with the SPIUs that are established in each participating state.
• Under a Financing Agreement with the Government of Nigeria, UNOPS has been requested by EIB to provide implementation and oversight support to both projects in the following areas:
  • Screening and verification of schemes – assist EIB in screening the longlist against the set multi criteria and advise on final approval of shortlists to be financed under EIB loan.
  • Procurement – assist EIB in ensuring alignment with EIB’s minimum requirements through prior and post reviews.
  • Environmental and social risk management of proposed schemes – ensure E&S safeguard compliance through clearance of ESMPs and monitoring their implementation.
  • Implementation Monitoring – oversight of the implementation of schemes and risk mitigating measures in coordination with the FPMU, SPIUs, the EIB, and relevant stakeholders through half-yearly monitoring missions, and Reporting on the implementation of schemes and the overall program performance.
  • Technical Assistance – provision of technical assistance to the FPMUs/ SPIUs on above areas of intervention, as necessary.
• The projects will be implemented within a 4 years duration but subject to organizational requirements, availability of funds and satisfactory performance.

The Role

• The United Nations Office for Project Services (UNOPS) is looking for a Administration Senior  Associate to offer operational support to the team on the project.
• The Administration Senior Associate will maintain a close eye on the operational performance, identify probable issues that may need attention, support in problem analysis and solution identification as necessary, and coordinate resolution as per action items assigned.
• She/He may be required to work in a complex and challenging environment with limited resources.

Summary of functions

Under the overall supervision of the Head of Support Services and in accordance with UNOPS procedures and practices the incumbent will be responsible for the following:

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 travel, 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.
• Provides general administrative services for the work area, managing the information flow, following up on the timeliness of responses for initiatives, correspondence, and queries, with internal and external stakeholders, including Security Focal Points of UN agencies and The UN Department of Safety and Security (UNDSS).
• Organizes meetings and briefings, arranges appointments, receives visitors, places and screens telecommunications, answering queries with discretion, and takes minutes and/or notes at meetings as directed by supervisors.
• Prepares reports, tables, databases, charts, etc., applying technical skills and knowledge in formatting.
• Facilitates emergency communications by operating specialized data-communication equipment.
• Maintains routine and confidential correspondence files / documents, ensuring the security of data and other sensitive information.

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.

Logistics, Administration and Security 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:
• 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 contractors for transportation services, including client service and processing of invoices.
• Work under the guidance and supervision of the functional supervisor, within the Support Services team and in close coordination with the Project Managers and the office management team to provide a comprehensive range of specialized and administrative support services for the management of security and safety operations.
• Promote a client-oriented approach consistent with UNOPS rules and regulations and UN Security Management System policies. S/he will be responsible for resolving security related issues and information exchange in a timely fashion.
• Oversees implementation of logistics system in accordance with UNOPS logistical procedures
• Coordinates 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.

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 Senior 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 minimum of Secondary School Certification / High School Diploma is required.
• First Level University Degree (Bachelor’s Degree) in Business Administration, Public Administration, Procurement, Logistics, International Relations, Political Science or related areas with 3 years relevant experience may be considered in lieu of the 7 years relevant experience outlined below.
• A Master’s Degree preferably in other relevant Administration background is a distinct advantage.

Work Experience

• Minimum of seven (7) years of relevant experience in general administration, logistics, or operations’ support services in national or international public or corporate organizations is required.
• Some experience in UN system organizations is desirable.
• Proficiency in computers and office software packages (eg. Google Office Suite or Google Workspace) and experience in handling web-based management systems is a distinct advantage.
• Previous experience working in Northeast Nigeria will be considered an advantage.
• Language Requirement
• Fluency in written, reading and spoken English is required.
• Working knowledge of another UN language is an advantage.

Method of Application

Interested and qualified candidates should:
Click here to apply

Note: UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

Application Deadline 1st August, 2023 (before midnight Copenhagen time – CET).