Support Services Senior Associate

Dutystation: Tashkent, Uzbekistan

Functional responsibilities

Under the overall guidance and supervision of the Senior Operations Manager, the incumbent manages a team, performing a range of specialized, technical and general, administrative support services, and transactions for discrete work areas in administration and logistics, ensuring efficient, client-oriented and effective service delivery. The Administration Senior Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.
1. Administration Management and Security Management Services

• Full compliance of support services activities with UNOPS rules, regulations, policies and strategies.
• Provision of inputs to the support services business processes mapping and implementation of internal standard operating procedures (SOPs).
• Research and provide proposals and implementation of cost-saving initiatives and initiatives to improve efficiency in support services matters.
• Ensures availability of staff and resources for work commitments, facilitating optimal workflows.
• Partners with client and supervised personnel to develop client service agreements.
• Monitors team performance and client satisfaction, instituting work, process and team modifications for optimal results.
• Implements the control mechanism for administrative services, including maintenance of administrative control records such as commitments and expenditures.
• Executes designated transactional/certification roles in OneUNOPS/Enterprise system.
• Drafts and/or oversees the compilation of data and research for planning of financial resources/administrative budget for administrative/logistical services.
• Manages commitments and expenditures.
• Identification of bottlenecks in financial and administrative areas, suggesting alternative solutions to resolve issues in compliance with broader UNOPS policies, rules and procedures.
• Work under the guidance and supervision of the functional supervisor, within the Support Services team and in close coordination with the Project Managers and the office management team to provide a comprehensive range of specialized and administrative support services for the management of security and safety operations.
• Promote a client-oriented approach consistent with UNOPS rules and regulations and UN Security Management System policies. S/he will be responsible for resolving security related issues and information exchange in a timely fashion.

2. Logistics, Asset Management Services

• Ensures effective and efficient provision of logistics and asset management support services, meeting client needs, and in compliance with UNOPS rules, regulations, policies and strategies.
• Manages, co-ordinates and supervises processes and services in shipments and customs clearance, travel, events management, supply and assets management services, inventory control, issuance of inventory items and supplies, administrative surveys, transportation services and insurance, building/facilities/space management, office supplies.
• Oversees implementation of logistics system in accordance with UNOPS logistical procedures.
• Guides and manages protocol matters, ensuring efficient delivery of client services, including registration of and advisory services to staff, and host government authorizations.
• Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space and other administrative matters.
• Compiles information on administrative services provided for cost-recovery bills.
• Supervises directly or indirectly transportation services, including personnel/outsourced service providers, client service, conformity with procedures for accidents, fleet maintenance, insurance, and monitoring of consumption.
• Ensures prompt reporting and investigation of vehicle accidents, damage, loss or theft of items; updates and maintenance of vehicle history report. Supervises external contractors for transportation services, including client service and processing of invoices as applicable.

3. Team Management

• Facilitates the engagement and provision of high-quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
• Provides oversight, ensuring compliance by team members with existing policies and best practices.

4. Information and Knowledge Management

• Oversees the proper functioning of the area’s documentation/information system, including screening, indexing, classifying, storing and disseminating information and/or reports and material ensuring conformity with relevant procedures governing the integrity of records and files.
• Supervises the updating of the Intranet on standards, tools, and information for administrative services.
• Organize, facilitate and/or deliver training and learning initiatives for personnel on Administration-related topics.
• Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in human resources.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize them productively.

Education/Experience/Language requirements

Education

• Completion of secondary school is required.
• First University Degree in Business Administration, Public Administration,] or equivalent disciplines is desirable but not required.
• A Bachelor’s Degree may substitute for 4 years of relevant experience and a Masters Degree may substitute for 6 years of relevant experience.
• In the absence of a degree, administrative certification is an asset.

Experience

• Minimum of seven years of relevant experience in general administrative, logistics, or operations support services in national or international public or corporate organizations.
• Some experience in UN system organizations is desirable.
• Proficiency in computers and office software packages (MS Office and/or Google Suite) and experience in handling web-based management systems are required.
• Experience in the use of Enterprise systems including OneUNOPS is desirable.

Language Requirements

• Working knowledge of English is required.
• Fluency in either Uzbek or Russian is required. Fluency in both is an asset.