Support Services Associate

الوصف الوظيفي

Vacancy code VA/2014/B5001/6135
Position title Support Services Associate
Department/office GPSO, Peace and Security
Duty station Gaza, Palestine (State of)
Contract type Local ICA Support
Contract level LICA-6
Duration 6 months initially, (with posssiblity of further extension subject to proformance evaluation and fund availability)
Application period 30-Oct-2014 to 09-Nov-2014

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Background Information - UNOPS

UNOPS mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Within these three core areas of expertise, UNOPS provides its partners with advisory, implementation and transactional services, with projects ranging from building schools and hospitals, to procuring goods and services and training local personnel. UNOPS works closely with governments and communities to ensure increased economic, social and environmental sustainability for the projects we support, with a focus on developing national capacity.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices in development, humanitarian and peacebuilding contexts, always satisfying or surpassing partner expectations.

We employ more than 6,000 personnel and on behalf of our partners create thousands more work opportunities in local communities. Through our headquarters in Copenhagen, Denmark and a network of offices, we oversee activities in more than 80 countries.

Background Information - PSC

Peace and Security Cluster

The UNOPS Peace and Security Cluster, within the Global Portfolio Services Office (GPSO), is a principal service provider to the United Nations, governments of mine-affected countries and other partners. The Peace and Security Cluster was established in 1997. Based in New York, it has helped partners to significantly improve the lives of people in more than 30 countries across the world.

The Peace and Security Cluster supports emergency, post-conflict and peacekeeping operations. It delivers fast procurement, recruitment and management services to facilitate humanitarian aid and launch emergency mine clearance. The cluster is responsible for administration, as well as providing support and overseeing the day-to-day management of the project field offices, in line with the partners’ requirements and UNOPS rules and regulations.

It is headed by the Cluster Director who has overall authority and accountability for the performance of the Peace and Security Cluster on behalf of its partners.

Functional Responsibilities

Under the direct supervision of the Gaza Operations Manager the incumbent will be responsible for the following duties:

Coordination and Liaison:
In support of the Gaza Operations Manager, coordination and liaison with government counterparts, UN agencies, NGOs, Community based organizations (CBOs), and others as required.
Minute taking and preparation of mintues for circulation following all meetings
Weekly and monthly report writing as required
Support to maintenance of overall information database.
Liaison with Jerusalem office for pending office issues and follow up on resolution of such issues.

Admin
Ensure full compliance of records and documentation to meet UN rules and regulations, requirements, UNOPS policies, procedures and internal strategies
Assist in maintaining copies of personnel files of all national UNMAS staff in Gaza
Assist in monitoring attendance, and leave plans
Assist in administrative preparation of mission visits, donor visits etc.
Support the Jerusalem-based Support Services Associate with the administration of all non-payroll entitlements of personnel including, but not limited to: F10 claims, DSA, actual/lump sum travel costs, etc, and provide advice thereto.
Prepare periodical administrative status update reports
Register, update and maintain program contacts list
Translate invoices and other documents from Arabic to English, English to Arabic
Translate for the Gaza Operations Manager as required
Any other administrative tasks as required

Finance:
Assist Petty Cash Custodian in the administration of the UNMAS Gaza Petty Cash to ensure compliance per UNOPS PC Guidelines, Rules and Regulations.
Assist Jerusalem office in disbursement of any Operational Advance, and ensure full compliance with UNOPS rules and regualtions.
Record and maintain all finance related documents
Any other financial/budgetary task as required
Assist any other duties as assigned by the supervisor

Logistics:
Prepare requisitions and follow procurement processes in accordance with UNOPS guidelines, rules and regulations, including but not limited to identifying vendors, receiving quotes etc.
Assist Jerusalem Office in the prepareation of RFQ/RFP for local procurement
Assist with the Register and update inventory/asset database (WASP) in line with UNOPS guidelines and inventory management best practice under guidance of the Operations Officer
Perform audit of existing inventory and assets in Gaza and update as required
Produce inventory and asset reports for Gaza as required
Assess current and future warehousing requirements and develop storage solutions
In coordination with Jerusalem office, register and maintain handover of program equipment to staff
Ensure that a handover procedure of inventory and assets is in place and carefully adhered to at all times
Record all handovers with appropriate signatory approvals
Manage collection of assets when staff members leave the mission
Advise if and when write-offs of assets are required
Assist in Preparation of required documentation for write-off process and obtain required approvals and ensure write-off of equipments is undertaken in accordance with UNOPS rules and regulations
Keep UNMAS staff advised of asset management guidelines and procedures
Any other related tasks as required

Competencies

Professionalism – demonstrated problem-solving skills and ability to use sound judgment to ensure the effective and timely completion of complex tasks; ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural disasters).

Communication – Excellent communication (spoken and written) skills including the ability to convey complex information management concepts and recommendations to staff at all levels, both orally and in writing, in a clear, concise style that can be readily understood by non-information management practitioners.

Teamwork – Works collaboratively with colleagues to achieve organisational goals; places team agenda before personal agenda; supports and acts in accordance with final group decision.

Planning and Organising – Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Accountability – Takes ownership of all responsibilities and honours commitments; operates in compliance with organisational regulations and rules; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Judgment/Decision-making – Identifies the key issues in a complex situation, gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; proposes a course of action or makes a recommendation based on all available information.

Technology Awareness – Keeps abreast of available technology; understands applicability and limitations of technology to the work of the Office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology
Education/Experience/Language requirements

High Scool Deploma with 6 years of relevant experience required. F

irst level University degree (Bachelor’s Degree or equivalent)in business administration, project management, social science, economics or related field with a minimum of 2 years of relevant experience highly desired.

2 years of progressively responsible experience in relevant field of work general administration, finance, logistics and direct experience in supporting projects and working directly with clients.
1 year of experience in working with an ERP system, preferably Atlas.
1 year of experience with UNOPS or other UN agency
Development and Operational Effectiveness
Valid drivers licence
Ability to perform standard administrative activities related to UN project operations
Strong IT skills; knowledge of People Soft ERP systems is an advantage
Knowledge of asset administration
Knowledge of procurement processes
Knowledge of financial processes related to maintaining petty cash
Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) and in handling of web-based management systems
Fluency in English and Arabic required

Desired Skills/Experience
IPSAS experience/knowledge would be an advantage
Knowledge of UN/UNDP/UNOPS HR rules and procedures
Experience with UN financial rules and regulations is a distinct advantage
Certification in administration desirable
Experience in first-aid, with a current qualification with a recognised certification body an advantage.

Additional Considerations
Please note that the closing date is midnight Copenhagen time (CET)
Applications received after the closing date will not be considered.
Only those candidates that are short-listed for interviews will be notified.
Qualified female candidates are strongly encouraged to apply.
For staff positions UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

Contract type, level and duration

Contract type: Local ICA Support
Contract level: LICA 6
Contract duration: 6 months initially, (with possibility of further extension subject to performance evaluation and fund availability)