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Senior Administrative Assistant

Castries

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Castries
  • Grade: Administrative support - LICA-5, Local Individual Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Administration
  • Closing Date: Closed

Background Information - Job-specific

The St. Lucia Project Centre (SLPC) was established in 2015 when UNOPS signed an agreement with Mexican Banco Nacional de Comercio Exterior SNC (Bancomext) for the administration of the Infrastructure Fund for Mesoamerica and Caribbean Countries. At that time UNOPS provided project management and infrastructure expertise and collaborateswith different countries supporting the implementation of the Bancomext projects.

The portfolio of the SLPC has now expanded to projects in St. Lucia, Grenada, Curacao, Dominica, Belize and Trinidad and Tobago supported by a range of funding partners including, the Government of Mexico, the Government of St. Lucia, the Curacao government, the Jamaica UNCT, and the Caribbean Development Bank.  New engagements are likely before the end of 2019 in St. Maarten, Jamaica, Curacao, and Suriname.

The Administrative Assistant position provides support to all SLPC projects.

Under the direct supervision of the Multi-Country Manager – Head of Programme (located in Barbados) the Senior Administrative Assistant manages and ensures the provision of efficient, administrative, logistical and transportation support services unit. In the discharge of her/his duties, the Administrative Assistant liaises with UNOPS programme colleagues in order to ensure consistent service delivery for the office/programme. The Administrative Assistant promotes a client, quality and results-oriented approach.


Functional Responsibilities

Summary of Key Functions

  1. Administrative support
  2. Logistics support
  3. Transport services
  4. Support to knowledge building and knowledge sharing

Ensures provision of reliable logistics support, namely:

  • Appropriate maintenance and safe and secure storage of all office equipment and property.
  • Preparing accurate inventory lists and adequate property records for the office as well as for projects.
  • Careful monitoring of the movement of equipment into and within the area of responsibility.
  • Implementation of an equipment management and accounting system for all equipment and properties managed by the office, in accordance with UNOPS equipment policy.
  • Processing of supply requisitions for office premises.
  • Assistance with timely and effective customs clearance.
  • Administering the receipt of goods and equipment for the office, inspection and report preparation.

       Administers transport services, focusing on achievement of the following results:

  • Proper maintenance, servicing and repair of all office vehicles for top performance and safe operating conditions in accordance with UNOPS vehicle management policy and procedures
  • All official transport needs of management and office personnel met with accompanying security arrangements.
  • Daily vehicle log on petrol consumption and mileage.
  • Implementation of a repair and maintenance system for all office equipment including EDP equipment, and generators, etc.
  • Efficient building management and maintenance activities.
  • Implementation of a power policy in line with capacity of the city power and generators.
  • Assessment of contract services (cleaning, security, taxi, courier, etc.) in view of improving service level and/or identifying better solutions;

Provides support to knowledge building and knowledge sharing, focusing on a  chievement of the following results:

  • Participation in the training events for the programme, operations and projects personnel on logistics and transport related subjects.
  • Sound contributions to knowledge networks and communities of practice
To access the full list of roles and responsibilities, pelase download the terms of references attached to the announcemnet. 




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.

Education/Experience/Language requirements


Education 

  • Certificate of Caribbean Secondary Education (CSEC)

  • Certification as an Administrative Professional is required.

  • A first level degree (Bachelors or equivalent) preferably in Business Administration, Public Administration or other related fields will be considered valuable and may replace some years of experience required.
Experience
  • A minimum of five (5) years of administrative/operational experience, with demonstrated capacity to meet performance indicators, and deliver results.
  • Ability to work with computer and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages

  • Some experience in UN system organizations is desirable.

Language
  •  Full working knowledge of Standard English in an official context is required
  •  Knowledge of Spanish is an asset.


Contract type, level and duration

Contract type: Individual Contractor Agreement 
Contract level: LICA 5

Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

Work life harmonization: UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options.

UNOPS is an equal opportunity employer and all quialified applicants will receive consideration for employment. We encoourage female candidates to apply. 

UNOPS seeks to reasonably accomodate candidates with special need, upon request. 
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 


Additional Considerations

  • Please note that the closing date is midnight Copenhagen time. 18:00 hours Castries. 
  • 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.
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • For staff positions only, 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.

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.


This vacancy is now closed.
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