Support Services Senior Assistant (ICT and Logistics)

Background - Thailand Multi-Country Office (THMCO)

The Thailand Multi-Country Office (THMCO), established in 2017, supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises three main business units: THMCO Thailand, THMCO Indonesia,  THMCO Pacific Operations Cluster, THMCO Papua New Guinea and, THMCO China. 

Background - THMCO  Papua New Guinea

The THMCO Pacific Cluster, established in early 2018, was formed to support the implementation of infrastructure design, procurement, construction of infrastructure, training, programme management, and facilitate access to funding sources across 12 Pacific Small Islands Developing States (PSIDS), including: Palau; Federated States of Micronesia; Marshall Islands; Nauru; Kiribati; Papua New Guinea; Solomon Islands; Tuvalu; Vanuatu; Fiji; Tonga; Western Samoa. 

The interim PNG Project Office was established in August 2020. The Project Office is currently overseeing the implementation of five key projects; two DFAT projects related to access to clean energy; two World Bank projects related to procurement and an EU WASH project in partnership with UNICEF.

The office is located in the same building as the majority of UN Agencies. In addition to the Country Manager, there are three Project Managers and other specialist and support personnel based in the Country. The staffing contingent is expected to grow over the next few months to implement the current projects as well as pipeline engagements that are expected to materialize over the next few months and in 2022. 

Background - Job Specific

Reporting to the Finance and Admin Senior Officer (Support Services Senior Officer who is located at the duty station), the Support Services Senior Assistant provides support to the UNOPS operations in Papua New Guinea with a specific focus on ICT and Logistics (support to Procurement, Customs Clearance, Asset Management). The Senior Assistant promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.

The Assistant may be assigned specific tasks by Managers of other business streams within the Support Services function in the multi-country office MCO), and liaises with support services personnel in the country as well as other locations within the MCO. The incumbent may liaise with specialized units at UNOPS at HQ as well as project and other colleagues in the country.

Functions/Key Results Expected

Summary of key results:

1. Information and Communications Technology (ICT) 

2. Asset and Inventory Management

3. Procurement and Logistics Support

4. Knowledge Building and Knowledge Sharing

Duties and Responsibilities:

• Implementation of ICT and operational strategies compliant with UNOPS rules, regulations, policies and framework.

• Provision of fast, friendly, and effective user support.

• Maintenance of inventory of all computer, audio/video communication equipment, and software in the duty station, ensuring compliance with asset management policies.

• Effective functioning (installation, operation and maintenance) of all UNOPS hardware equipment and acquisition of hardware supplies, approved software and application of updates and patches in a timely manner.

• Active networking with clients, addressing and improving common areas of concern.

• Liaison with MCO Head Office and other relevant units, to determine hardware and software requirements.  

• Acting as effective UNOPS' liaison with the local UN partner agencies on issues relating to UNOPS ICT.

• Maintenance of network and internet connectivity to ensure stable operation, availability of bandwidth, and reliable connection to the internet and HQ based systems

• Ensure valid hardware maintenance agreements, to ensure timely resolution of hardware failures.

• Ensure a stable and responsive network environment based on daily monitoring of the network connection.

• Ensure confidentiality, integrity and availability of UNOPS ICT systems and UNOPS information assets.

• Monitor and maintain proper backups of UNOPS data. Maintenance of measures in place for business continuity and disaster recovery processes and procedures Maintenance of video conference and telephony operations

• Act as the Asset Focal Point for the PNG office, as/if designated 

• Custodian for office supplies

• Record and register assets in accordance with UNOPS policy and procedures 

• Manage office storage and account for all items in storage

• Issue out assets inventory items to staff and receive back the same when handed over

• Submit various reports on assets, inventory items and supplies to support various management and HQ initiatives and requirements, including periodic financial  books closures and physical verifications of assets 

• Issue stationery and other supplies to staff and/or for common use

• Manage office supplies, ensuring timely requisition for replenishment and avoiding overstocking

• Alternate to the Support Services Associate on general administration-related functions.

• Support the Procurement team with market research and solicitations, including contacting local suppliers 

• Raise purchase requisitions, goods receipt documentation, etc

• Inspect goods delivered by suppliers to ensure conformance to order  

• Liaise with the Procurement team regarding customs clearance, transportation, delivery and storage of goods

• Support customs clearances activities

• Oversee loading/offloading of goods as necessary

• Follow up on pending deliveries with suppliers

• Support the organization and delivery of training and learning initiatives for personnel on ICT-related topics.

• Provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in ICT support services

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

Impact of Results

The effective and successful achievement of key results by the Support Services Senior Assistant directly affects the overall efficiency and effectiveness of the relevant business unit/project, in ICT management, impacting the timely and effective implementation of the respective services and deliverables.  This ensures client satisfaction and promotes the image and credibility of UNOPS 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.

Education 

• Completion of secondary school is required. 

• A first University Degree (bachelor’s or equivalent) or advanced degree in Information Technology, Computer Sciences, or equivalent disciplines would be an asset and may substitute some of the required years of experience.

Experience:

• Minimum of five (5) years of relevant working experience providing ICT support or related field in combination with high school diploma is required.
• Experience in other areas of operational support such as procurement, logistics, asset management is an added advantage.
• Experience with G-Suite an added advantage. 
• Some experience in the UN system organizations is desirable.

• Full working knowledge of English is essential.

Contract type: Local Individual contractor Agreement (LICA) Contract level: ICS-5,  LICA-5
Contract duration: Open-ended

• Please note that the closing date is midnight Copenhagen time
• 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
• 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 (around 4 hours) in your own time, before providing services to UNOPS.
• 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.