Support Services Assistant

Background Information - Job-specific

Austria Multi-Country Office (AUMCO)

The Austria Multi-Country Office (AUMCO) is part of the UNOPS Europe and Central Asia Region (ECR). Specifically, AUMCO aims to enable the 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, Grants Management and Technical and Advisory Services.

Uzbekistan Office

Under the purview of AUMCO, the UNOPS Uzbekistan Office, established in Tashkent in October 2022 supports the Government of Uzbekistan’s development efforts in the country, through the provision of effective project management, infrastructure and procurement services. At present, the office has signed and has been implementing three engagements contributing to SGD3 (Good Health and Wellbeing), while actively working with the Government of Uzbekistan and development partners in diversifying its portfolio in line with the country’s development priorities including education.

The first project, “Support to Development of Oncology Services in Uzbekistan” is funded through a major loan from the Islamic Development Bank. UNOPS will support the Government of Uzbekistan in strengthening the preparedness of its national healthcare system and preventing and treating oncological cases in an effective and timely manner. By identifying, procuring, delivering, and operationalizing urgently needed medical, laboratory, radiological, and ICT equipment, the project will significantly contribute to improved access and quality healthcare services for local communities in 14 regional locations including Tashkent and throughout the country.

The second project, “Uzbekistan COVID-19 Emergency Response Project” with the Republic of Uzbekistan's Sanitary and Epidemiological Welfare and Public Health Service (SES) is funded through two major loans from the Asian Development Bank and the Asian Infrastructure Investment Bank. In this project, UNOPS will support the Government of Uzbekistan to upgrade up to 45 health facilities (existing and new) across the country, procure diagnostic equipment and supplies, and establish an ICT system for monitoring the epidemiological situation to strengthen preparedness and resilience to the COVID-19 pandemic and other epidemics.

Under the project “Improving Healthcare in Kashkadarya Region: Delivering Infrastructure Design for New Hospitals in Karshi and Beshkent Cities” signed with the Government of Uzbekistan, UNOPS is responsible for the management of the project and delivery of the infrastructure design of two new hospitals in the Kashkadarya Region, Uzbekistan. The design of two new hospitals is a step towards the Government’s ambitious healthcare reform agenda, aimed at providing improved access to quality healthcare to the people of Uzbekistan. The project is close to the construction phase and aligned with the government’s priorities under its far-reaching reform agenda with an overall objective for Uzbekistan to improve the health of the whole population through universal health coverage. *** Only nationals of Uzbekistan or persons in Uzbekistan with residence and work permit are eligible for this position*** Functional Responsibilities

Summary of Key Functions

Under the direct supervision of the Support Services Senior Associate and overall guidance of the Senior Operations Manager, the Support Services Assistant will provide administrative support to the timely processing, recording, monitoring, and maintaining of administrative and travel in accordance with UNOPS’, regulations, policies, and processes. The functional responsibilities include:

Support to administrative and management functions

Support to travel administration

Procurement Support

Knowledge Building and Knowledge Sharing

1. Ensures provision of reliable administrative and asset management support

Arrangement of local and international travel for office and project personnel.

Follow up on payment of reimbursement to project personnel for use of mobile services and other expenses.

Provides support with respect to protocol issues and requests for official documentation

Preparing accurate and regular monitoring and updates, as required inventory lists and adequate property records for the office, as well as for projects.

Assistance with other support service matters.

Administering the receipt of goods and equipment for the office and projects, inspection and report preparation.

Filing of administrative documents in line with the policy. Assist in the organization of meetings, conferences and visits

Provide advice on support services entitlements and regulations in accordance with UNOPS

Provide logistical support to visiting missions and personnel.

Support liaison and coordination with local authorities on privileges and immunities for UNOPS personnel, office space and other administrative matters.

2. Support travel administration

Assist in the preparation and implementation of Quarterly Travel Plans

Prepare and/or review Travel Authorizations (TAs) and ensure that travel claims are fully documented

Assist in all domestic and international bookings including checking Travel Authorizations and Travel Expense Claims, travel registration, processing travel entitlements, assistance with Visa requirements, flight bookings and related.

Timely processing of Request for Payments, including on timely payment of travel expenses to the personnel and visitors.

Register each activity on the Travel Register in accordance with Standard Operating Procedures (SOP)

Process requests for visas and liaise with travel agents and/or national missions to ensure the timely processing of visas

Keep the visa tracker up-to-date and take action on visa extension/renews as and when needed

Keep an up-to-date travel directory of all travels undertaken

3. Procurement support

Provide procurement support, such as but not limited to receive quotations, bids or proposals, participate in evaluations both technically and financially, creation of purchase orders (POs), receipts and request for payments in oneUNOPS (ERP system).

Initiate requisitions for goods and services and create requisitions in the UNOPS ERP.

Register supplier details in UNOPS ERP.

Monitor and record deliverables of goods and services and ensure timely payments.

4. Knowledge building and knowledge sharing

Provide support to the organization, facilitation and/or delivery of training and learning initiatives for personnel on Support Service topics.

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

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

Liaise with relevant MCO, HQ and UN system units to exchange information and follow up on pending issues.

Secondary school (High School or equivalent) with a minimum of four (4) years of relevant experience or, no work experience with a bachelor/master’s degree is required.

A university degree in Business Administration or Public Administration or related field may substitute for some years of experience. Work Experience

Relevant experience is defined as experience in Administration, Travel Management or any other related field.

Computer literacy and skills are required.

Prior experience with the UN system or an international NGO is an asset.
Language skills

Fluency in English is required.

Fluency in Uzbek or Russian is required. Fluency in both is an asset.

Contract type: ICA
Contract level: L-ICA-4 (ICS-4)
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance. For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
Competencies Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground. Additional Information

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.