Administration Associate

Together, we build the future UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian, and development projects around the world. Our mission is to help people build better lives and countries achieve peace and sustainable development. We are proud of our people. The UNOPS family brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf of our partners. Spread across 80 countries, our workforce is rich in diversity and culture – with inclusion at its core. We understand the importance of balancing professional and personal demands and offer several flexible working options.

Role Purpose:

The Administration Associate performs - and may supervise personnel in delivering - technical and administrative support services across both specialized and generalized processes in administration and logistics to ensure efficient, client-focused and effective service delivery. The incumbent fosters a quality- and results-oriented approach, ensuring the optimal and cost-effective use of office resources.

Functions / Key Results Expected:

Administrative Services Coordination

• Coordinate individual work areas and guide personnel on executing standard office transactions, processes and client services, ensuring full compliance with UNOPS rules, regulations, policies and strategies.
• Monitor team performance against service agreements and assess client satisfaction.
• Implement control mechanisms for designated administrative services, including maintaining accurate administrative control records such as commitments and expenditures.
• Oversee inventory control, ensuring proper issuance and tracking of inventory items and supplies.
• Review travel authorizations, supporting documentation and payment requests.
• Serve as a designated transactional role in the ERP system
• Compile data and research information to support the planning of financial resources and administrative budgets for service delivery.

Logistics and Asset Management

• Oversee the implementation of logistics systems in line with UNOPS procedures.
• Coordinate and supervise services related to shipments and customs clearance, travel, event management, administrative surveys, transportation, insurance, building/facility/space management, and office supplies.
• Coordinate supply and asset management services, including physical verification of inventory items.
• Ensure timely preparation and submission of periodic inventory reports.
• Oversee protocol services, including staff registration and securing host government authorizations.
  

Skills:

Communication, Data Analysis, General Administration, Inventory Management, Logistics Management, Travel Management.

Education Requirements

Required:

• Secondary school (or equivalent) with 6 years of relevant experience OR
• Bachelor’s degree (or equivalent) in any discipline with 2 years of relevant experience is required.

Desired:

• A globally or nationally recognized professional certificate in Administration is desired.

Experience Requirements

Required:

• Relevant experience is work in administration, logistics or operations.
• Experience in the use of collaboration and productivity tools (e.g. MS Office, G-Suite, etc) and web-based management systems is required.

Desired:

• Experience of working in multicultural environments or UN system organizations in a developing country is desired.
• Experience in development or humanitarian contexts is desired.

Language Requirements:

• English, Fluent.
• Ukrainian, Fluent.

Opportunities for learning and growth:

• Commitment to Excellence: Our support extends to all personnel at every level of the organization.
• Ongoing Development: We provide ongoing opportunities to help our people learn, develop, and excel at their jobs.
• State-of-the-Art Learning: Access a wide range of learning through our blended learning programmes, covering Leadership development and Personal and professional development.
• Key Credentials: Opportunities to benefit from Internationally recognized technical certifications and Membership to professional associations in various areas.
• Internal Culture: We foster an environment that encourages and supports knowledge sharing and collaboration.