Administration Senior Assistant

Background Information - Job-specific

Background

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. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. 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.

Background: Austria Multi-Country Office (AUMCO)

The Austria Multi-Country Office (AUMCO) was set up in August 2019 as a part of the UNOPS Europe & Central Asia Region (ECR). Specifically, AUMCO aims to enable 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

Grant Management

Technical and Advisory Services The Blueing the Caspian Sea and Blueing the Black Sea projects are both Global Environment Facility (GEF)-financed World Bank initiatives executed by UNOPS, aimed at addressing pollution and supporting sustainable marine ecosystems in two critical regional seas. The Blueing the Caspian Sea project focuses on strengthening the capacity of Azerbaijan, Kazakhstan, and Turkmenistan to monitor pollution and manage biodiversity conservation in the Caspian Sea, in alignment with their obligations under the Tehran Convention. It supports national efforts by improving pollution management schemes and enhancing the effectiveness of Marine Protected Areas. The Blueing the Black Sea project aims to strengthen the readiness of Georgia, Moldova, Türkiye, and Ukraine to reduce marine pollution through policy development, regional economic analysis, and eco-innovation financing. It includes technical assistance to improve regulatory frameworks and supports public-private sector investments in pollution reduction technologies and business models.

Under the direct supervision of the Senior Project Manager for the Blueing the Black Sea project, and with a dual reporting line to the Blueing the Caspian Sea Senior Project Manager, the Administrative Senior Assistant will provide day-to-day administrative and operational support across both projects, ensuring timely coordination, documentation, and logistics in line with UNOPS rules and standards.

Administrative Support

Project Support

Travel and Logistics

Inventory, Asset and Supply Management, Custodial, Common Premises

Knowledge Building and Knowledge Sharing

Research project-related topics as needed to help the Project Implementation Unit (PIU) identify relevant lessons.

Engages directly with project partners to enable smooth coordination and programming of activities such as Regional Steering Committee meetings, Advisory Committee Meetings, as well as the numerous convenings (both in-person and virtual) expected under the two projectsEngages with World Bank counterparts to help Senior Programme Manager ensure that necessary approvals and documentation requirements stay on track.

Helps with powerpoint presentations and supports the project-related communications efforts that are expected to target specific global audiences as well as regional audiences.

Supports other project-related functions as needed (e.g., monitoring & evaluation) 3. Travel and Logistics

Processes travel transactions (authorizations and claims) including in OneUNOPS system, requests for visas, identity cards and other documents for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations. This also includes sponsored travel for BBSEA project stakeholders when authorised.

Provides information on air services, rates and travel schedules for specific itineraries. Processes travel claims in OneUNOPS and purchase orders for travel activities, payments, and contracts.

Organizes shipments, customs clearance arrangements, preparation of documents for UNOPS shipments (received/sent), all necessary documentation, and implementation of follow-up actions

Conducts physical inventory checks, drafting periodic inventory and asset reports.

Acts as a custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.

Conducts and reports on surveys of office maintenance needs as well as client satisfaction

Collects information for administrative surveys in support of the organization of common services.

Supports the organization and delivery of training and learning initiatives for personnel on Administration-related topics.

Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in Administration.

Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively

Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials Impact of Results

The effective and successful achievement of results by the Administration Senior Assistant directly affects the overall efficiency of the team’s 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

Completion of secondary school is required.

First University Degree in Business Administration, Public Administration or equivalent disciplines is desirable but not required

In the absence of a degree, administrative certification is an asset
Experience

Required

Minimum of five (5) years of relevant experience in general administrative, or operations’ support services in national or international public or corporate organizations.

Proficiency in computers and office software packages (Google Suite) and experience in handling of web-based management systems.

Some experience in UN system organizations.

Experience in use of Enterprise systems including OneUNOPS.
Language Requirements

Full working knowledge in English is required.

Knowledge of another official UNOPS language is an asset.

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. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. 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.