Operations - Senior Associate

Job Summary

Afghanistan

With more than 20 years of experience in the country, UNOPS Afghanistan focuses on providing maximum support to the people of Afghanistan through the delivery of projects and services that improve the lives of people in need. The UNOPS Afghanistan Country Office (AFCO) serves as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as the implementation agency. At present, UNOPS AFCO activities cover a range of sectors including humanitarian, basic human needs, cash for work, infrastructure, development, procurement and HR services.

The functional objective of UNOPS AFCO is to contribute to improving the lives of girls, boys, men and women living in Afghanistan. The aim of UNOPS AFCO is to provide efficient and cost-effective implementation services on behalf of all our partners to support the humanitarian response and development of the country. UNOPS AFCO’s mission is to exceed the expectations of all stakeholders in the delivery of AFCO services, at all times, in all places, in all circumstances, in order to improve the lives of Afghans in need.

 

Job Requirements

Job Specific Context 

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.

Role Purpose 

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.

Functions / Key Results Expected 

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.

Skills  Administration, Inventory Management, Logistics Management, Procurement, Project Management Competencies  Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organisational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion. Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground. Education Requirements 

Required

• Secondary School Diploma

 

Desired

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

• Project Management or Administrative certification.

Experience Requirements 

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.

 

Language Requirements 

Language	Proficiency Level	Requirement
English	Fluent	Required