Administration Associate

The UNOPS Global Portfolios Office (GPO) brings together diverse expertise to help partners deliver impact worldwide. With hubs in New York, Geneva, and Vienna, and expert teams operating globally, GPO leads multi-regional initiatives that advance sustainable development, climate action, and peacebuilding - including in some of the world’s most challenging environments. By leveraging our collective expertise and global networks, GPO supports UNOPS’ strategic priorities and the Sustainable Development Goals across more than 130 countries. We work closely with major global partners - including governments, international financial institutions, and UN agencies - to deliver a wide range of services, such as project management, fund management, hosting services, and HR support.

Not Required - part of GPO/NYPO

The United Nations Office for Project Services (UNOPS) is the operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian, and development projects worldwide. UNOPS helps its partners build a better future by delivering services that enhance the efficiency, effectiveness, and sustainability of peacebuilding, humanitarian, and development initiatives. As a central resource of the United Nations, UNOPS provides sustainable project management, procurement, and infrastructure services to a wide range of governments, donors, and UN organizations.

The Sustainable Development Cluster (SDC) supports a diverse portfolio of peacebuilding, humanitarian, and development partners. It was established through the integration of the Grant Management Services (GMS), United Nations Technology Support Services (UNTSS), and the Development and Special Initiatives Portfolio (DSIP). The SDC delivers services to partner programmes that are designed, structured, and managed from a global perspective, primarily serving partners headquartered in New York. The SDC has a presence in approximately 125 countries.

UNOPS has signed a Global Agreement with the United Nations Office on Drugs and Crime (UNODC) to provide operational support for the implementation of UNODC's mandate through the delivery of Human Resources services.

The United Nations Office on Drugs and Crime (UNODC), an office under the UN Secretariat, established in 1997 to assist member states in their efforts to combat illicit drugs, crime, and terrorism, is one of the partners under UNTSS.

United Nations Office on Drugs and Crime (UNODC) supports Member States in strengthening the rule of law, advancing good governance, and enhancing the effectiveness, accountability, and professionalism of criminal justice and security institutions.

The United Nations Office on Drugs and Crime (UNODC) is the global leader in the fight against drugs, organized crime, corruption and terrorism with widely recognized expertise and specialization on issues pertaining to international cooperation in criminal matters. The work of UNODC is guided by a broad range of international legally binding instruments and a set of United Nations standards and norms on crime prevention and criminal justice.

UNODC, as guardian of the United Nations Convention against Corruption (UNCAC) and secretariat to the Conference of the States Parties to the Convention, has the mandate to provide support and technical assistance to States Parties to effectively implement the Convention, including on business integrity. The backbone for UNODC anti-corruption work is the normative framework provided by UNCAC.

UNODC possesses extensive experience and in-depth substantive expertise, delivering and adapting technical assistance to Member States upon request and working with a variety of national, regional and international stakeholders. Moreover, UNODC possesses substantial experience in developing technical tools, and disseminating and facilitating exchange of good practices in the fight against corruption.

The Information Technology Service (ITS) of UNOV/UNODC provides global ICT infrastructure support and develops sustainable, cost-effective digital solutions to meet organizational needs.

The India Technology Hub (ITH), based in New Delhi, is a central pillar in this effort. Operating under the Digital Transformation Section (DTS) of ITS, ITH delivers ICT support to UNODC field offices worldwide and designs innovative solutions that are scalable across UNOV/UNODC and adaptable for broader use within the UN Secretariat.

The incumbent will work under the direct supervision of the Team Leader of the Shared Portfolio Services and under the overall guidance of the Chief of the Information Technology Service and contributing to the deliveries outlined in this TOR.

The Administration Associate performs - and may supervise personnel in delivering - technical and administrative support services across both specialized and generalized processes in administration and logistics to ensure efficient, client-focused and effective service delivery. The incumbent fosters a quality- and results-oriented approach, ensuring the optimal and cost-effective use of office resources.

Administrative Services Coordination

• Coordinate individual work areas and guide personnel on executing standard office transactions, processes and client services, ensuring full compliance with UNOV-UNODC rules, regulations, policies and strategies. 

• Monitor team performance against service agreements and assess client satisfaction.

• Implement control mechanisms for designated administrative services, including maintaining accurate administrative control records such as commitments and expenditures.

• Oversee inventory control, ensuring proper issuance and tracking of inventory items and supplies.

• Review travel authorizations, supporting documentation and payment requests.

• Serve as a designated transactional role  in the ERP system

• Compile data and research information to support the planning of financial resources and administrative budgets for service delivery.

Logistics and Asset Management 

• Oversee the implementation of logistics systems in line with UNOV-UNODC procedures.

• Coordinate and supervise services related to shipments and customs clearance, travel, event management, administrative surveys, transportation, insurance, building/facility/space management, and office supplies.

• Coordinate supply and asset management services, including physical verification of inventory items.

• Ensure timely preparation and submission of periodic inventory reports.

• Oversee protocol services, including staff registration and securing host government authorizations.

• Liaise with local authorities regarding authorizations, privileges and immunities for UNOV-UNODC personnel, as well as office space and other administrative matters.

• Compile information on administrative services provided for cost-recovery billing.

• Supervise transportation services, ensuring client service, regular vehicle maintenance, insurance coverage, and fuel consumption monitoring.

• Ensure prompt reporting and investigation of vehicle accidents, damage, loss or theft, and maintain updated vehicle history records.

• Oversee external transportation contractors, including client service delivery and invoice processing. 

Knowledge Building & Sharing

• Support the organization, facilitation and delivery of training and learning sessions on administrative, logistics, travel, transportation, and asset and inventory management topics.

• Participate in knowledge-sharing initiatives and Communities of Practice (CoPs), contributing insights and lessons learned.

• Conduct research on administration-related topics and contribute to the drafting of reports, summaries and briefing notes.

Required

• Secondary school (or equivalent) with 6 years of relevant experience OR

• Bachelor’s degree (or equivalent) in any discipline with 2 years of relevant experience is required.

Desired

• A globally or nationally recognized professional certificate in Administration is desired.

Required

• Relevant work experience in administration, logistics, operations or related areas. 

• Experience in the use of collaboration and productivity tools (e.g. MS Office, G-Suite, etc) and web-based management systems is required.

Desired

• Experience of working in multicultural environments or UN system organizations in a developing country is desired.

• Experience in development or humanitarian contexts is desired.

• UNOPS does not accept unsolicited resumes. 
• UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.
• Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement. Applications received after the closing date will not be considered. 
• Only shortlisted candidates will be contacted and invited to proceed to the next stage of the selection process, which may include various assessments. 
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of a wide range of nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. We strive to sustain and strengthen this diversity, fostering an inclusive working environment where all personnel are treated with respect and have equal access to opportunities.
• UNOPS evaluates all applications based on the skills, qualifications and experience outlined in the vacancy announcement. We are committed to a fair and transparent selection process and welcome diverse perspectives, including those of women, indigenous and racialized communities, individuals of diverse gender identities and sexual orientations, and persons with disabilities.
• We are committed to enabling all candidates to perform at their best during the assessment process. If you are shortlisted and require support or reasonable accommodation to complete any assessment, please inform our human resources team upon receiving your invitation.
• UNOPS has zero tolerance for sexual exploitation and abuse (SEA), sexual harassment, and other forms of abusive conduct, including discrimination, abuse of authority, and harassment. To uphold these standards, background checks are conducted for all final candidates to help ensure that individuals with a history of such conduct are not hired. By applying for a position with UNOPS, candidates acknowledge and consent to these verification processes.
  

• 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. 
• For more details about the contract types, please click 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.