Operations - Senior Associate

The Asia Pacific Regional Office, based in Bangkok, Thailand, provides strategic leadership and oversight for UNOPS operations across 17 countries, ensuring high performance, operational excellence, and alignment with organizational goals. Operations currently span Afghanistan, Bangladesh, Cambodia, China, India, Indonesia, Lao PDR, Myanmar, Nepal, Papua New Guinea, Pakistan, the Philippines, Sri Lanka, Thailand, Vietnam, and the Pacific Islands. Across these countries, we work closely with key stakeholders to strengthen partnerships and maximize impact through five main operating units: Afghanistan (AFCO), Myanmar (MMCO), South Asia Multi-Country Office (SAMCO), East Asia and Pacific Multi-Country Office (EAPMCO), and the Asia Regional Health Cluster (ARHC). Through these entities, we provide agile, client-focused service delivery across diverse sectors - including infrastructure, health, procurement, and project management - supporting the implementation of sustainable development solutions across the region.

Since 1995, UNOPS has maintained an active presence in Afghanistan, delivering efficient, agile services in support of both humanitarian response and development efforts. Prior to August 2021, the Afghanistan Country Office (AFCO) implemented projects across a broad range of sectors, including infrastructure, procurement, capacity building, and environmental protection. In response to evolving humanitarian needs, AFCO has shifted its focus to supporting life-saving initiatives and basic human needs. Current priorities include managing large-scale cash-for-work programmes, procuring emergency supplies, and providing inter-agency coordination, communication, and accountability support.

The Infrastructure for Basic Human Needs in Afghanistan (IBN) Project is an initiative aimed at promoting social and economic development at the local level within Herat province, an area significantly affected by a series of earthquakes in October 2023. This project is committed to the construction and rehabilitation of critical community infrastructure, prioritizing aspects such as safety, earthquake resilience, and adherence to the “building back better” philosophy, all while maintaining respect for the local cultural context. Additionally, the project contemplates employing the “Cash for Work” implementation modality as a strategic measure to revitalize livelihoods and stimulate economic activity in the region.

Under the guidance and supervision of the IBN Project Management Support Specialist, the Operations Senior Associate coordinates the project's administrative, logistics, and vehicle management operations, ensuring efficient and compliant service delivery in accordance with UNOPS rules, regulations, and policies. He/she promotes a quality and results-oriented approach, ensuring the utilization of office resources in the most cost-effective manner.

1. Management Support

•  Support in recording and keeping up-to-date work plans and in providing guidance to IBN personnel in executing standard office transactions, processes, and work, ensuring full compliance with UNOPS rules, regulations, and policies.

• Collaborate in the development of UBN support unit's annual work plan and ensure the activities are monitored and implemented. Proactively identify, mitigate, and resolve any operational deviations or issues with guidance from the supervisor.<

•  Support in ensuring the accuracy, regular updating, and analysis of the IBN Contracts Management Tracker to prevent contract lapses

•  Liaise with AFCO support services units on project-related administrative and operational matters, including budgeting, requisitions and requirements, vendor payments, contract management, procurement of goods and services, and inventory management.

•  Manage financial, administrative, and procurement workflows within the OneUNOPS/Enterprise system

•  Compile data and research information for planning financial resources/administrative budget for administrative services.

•  Support in monitoring all critical project operational financial indicators and alert the supervisor in case of deviations.

2. Logistics and Inventory Management Services

• Ensure effective and efficient provision of logistics and inventory management (i.e. project assets, equipment, supplies, etc.) for the IBN Project in compliance with UNOPS rules, regulations, policies, and strategies.

•  Implement control measures for inventory management, ensuring timely preparation and submission of periodic inventory reports, investigating and reporting on any discrepancies

•  Prepare and raise requisitions for supplies and participate in the tender evaluation in procuring those materials.

• Supervise proper issuance of inventory items and supplies and the disposal of damaged items

• Liaise with the HMAC Cost Recovery unit to ensure that office facilities, maintenance, and other support services are effectively provided and maintained to support the IBN Project’s day-to-day operations, and promptly raise and follow up on any issues or concerns requiring attention or resolution.

•  Manage and ensure the proper safekeeping of IBN Project assets and equipment.

3. Vehicle Coordination and Management

• Coordinate and optimize the use of project assigned/contracted vehicles and driver schedules to meet IBN operational requirements, ensuring compliance with UNOPS/AFCO safety standards, security protocols, and applicable procedures.

•  Maintain and regularly update the IBN Vehicle Request Tracker and prepare transportation-related reports and updates, including information from field sites, as required by the supervisor

• Oversee the preparation, and administrative execution of vehicle lease agreements; verify and authorize invoices for timely payment

•  Develop and maintain appropriate tools, trackers, and standard operating procedures (SOPs) to support the effective management and utilization of project vehicles.

• Prepare and regularly update transportation work plans and budget requirements based on IBN operational needs, and coordinate the timely provision, maintenance, and availability of vehicles to support project activities.

4. Team Coordination

• Support in the coordination coordination with relevant IBN team members for work planning to ensure that activities are carried out in accordance with applicable policies, procedures, and established best practices, and raise any issues requiring management attention.

5. Knowledge Building and Knowledge Sharing

• Ensure accuracy, consistency, filing, and record-keeping of all project documents in an efficient manner.

•  Organize, facilitate, and/or deliver learning initiatives for personnel on operations and administration-related topics.

• Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learned and disseminating best practices in human resources.

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

• Contribute to knowledge management and information-sharing activities, ensuring that relevant project experiences, lessons learned, and good practices are documented and shared within the team.

Required

• Secondary School Diploma

Desired

• First University Degree (Bachelor's) in Business Administration, Public Administration, or equivalent disciplines.

• Project Management or Administrative certification.

Required

• 6 years of relevant experience in general administrative, logistics, asset management, project management or operations support services with a Secondary School Diploma is required.

• Or 2 years of relevant experience in general administrative, logistics, asset management, project management or operations support services with a First University Degree (Bachelor's) is required.

• A minimum of two years of experience in leading, supervising, or coordinating support teams.

• Proficiency in computers and office software packages and experience in handling web-based management systems is required.

Desired

• Experience in UN system organizations.

• 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.