Administration Associate

Job Posting Organization:
The job posting organization is UNOPS, which stands for the United Nations Office for Project Services. Established to support the implementation of projects and programs in various sectors, UNOPS aims to provide efficient and effective project management services. The organization operates globally, with a presence in numerous countries, including Poland, where it focuses on supporting Ukraine's recovery and reconstruction efforts following the humanitarian crisis triggered by the Russian invasion. UNOPS collaborates with various partners, including governments and private sectors, to deliver essential services and materials, thereby contributing to sustainable development and the achievement of the Sustainable Development Goals (SDGs).

Job Overview:
The Administration Associate position is crucial for providing technical and administrative support services within the UNOPS Office in Poland. The role involves ensuring efficient service delivery in administration and logistics, promoting a client-oriented approach, and managing resources effectively. The incumbent will work under the guidance of the Head of Office and will be responsible for coordinating various administrative processes, ensuring compliance with UNOPS policies, and enhancing the overall efficiency of the office's operations. This position is vital for supporting the office's mission to aid Ukraine's recovery and facilitate its EU accession journey, thereby contributing to broader humanitarian and development goals.

Duties and Responsibilities:
The duties and responsibilities of the Administration Associate include:

• Management Support: Coordinating individual work areas, coaching personnel in standard office transactions, monitoring performance against service agreements, administering inventory control, and compiling data for financial planning.
• Team Management: Facilitating high-quality results through effective work planning, performance management, and promoting learning and development among team members.
• Logistics and Asset Management: Providing logistics support, managing shipments and customs clearance, overseeing transportation services, and ensuring compliance with UNOPS regulations.
• Knowledge Building: Organizing training initiatives, contributing to knowledge networks, and synthesizing lessons learned to improve administrative practices. The role requires a proactive approach to problem-solving and a commitment to delivering high-quality services to clients.

Required Qualifications:
The required qualifications for the Administration Associate position include a completion of secondary school with at least 6 years of relevant experience, or a First University Degree in Business Administration or Public Administration with a minimum of 2 years of relevant experience. Candidates should have a strong background in administrative, logistics, or operations support services, preferably in national or international organizations. Proficiency in computer applications and office software, particularly MS Office, is essential, along with experience in web-based management systems. Familiarity with Enterprise systems is desirable but not mandatory.

Educational Background:
Candidates must have completed secondary education, with a preference for those holding a First University Degree in Business Administration or Public Administration. This educational background is essential to ensure that the candidate possesses the necessary theoretical knowledge and practical skills to perform effectively in the role.

Experience:
Relevant experience is defined as experience in general administrative, logistics, or operations support services. Candidates should have a proven track record of working in national or international public or corporate organizations, demonstrating their ability to handle various administrative tasks efficiently. Experience with web-based management systems and proficiency in office software are critical for success in this role.

Languages:
Fluency in English and Polish is mandatory for this position, as the role requires effective communication in both languages. Candidates must be able to read, write, and speak fluently in both languages to ensure seamless interaction with clients and stakeholders.

Additional Notes:
The contract type for this position is a Local Individual Contract Agreement (LICA), specifically at the LICA 6/ICS-6 level. The contract duration is open-ended, subject to organizational requirements, availability of funds, and satisfactory performance. UNOPS emphasizes diversity and equal employment opportunities, encouraging applications from qualified women and underrepresented groups. The organization also conducts background checks on all potential personnel, and recruitment is contingent on the results of these checks. Candidates should be aware that they may need to complete mandatory courses before providing services to UNOPS, and these courses will not be compensated.