Administration Associate

Uzbekistan Office currently manages a portfolio of USD 414.7 million contributing to Sustainable Development Goal 3 (SDG3) - Good Health and Well-being - implementing the following projects:. The COVID-19 Emergency Response Project (CERP) – Strengthening pandemic resilience by upgrading over 150 Sanitary-Epidemiological Committee facilities. The project encompasses infrastructure improvements and upgrades across 45 national and regional laboratories, procurement of diagnostic and laboratory equipment, establishment of an ICT-based national epidemiological surveillance system, and comprehensive capacity building for medical personnel. Support to Development of Oncology Services Project – Enhancing access to quality cancer care by equipping the new National Oncology Center in Tashkent and 13 regional hospitals with advanced medical, diagnostic, radiological, and ICT equipment. The project also supports establishing a national Cancer Registry and providing specialized training for healthcare professionals. Kashkadarya Healthcare Infrastructure Project – Advancing healthcare reform through feasibility studies, technical designs, and the construction and equipping of two modern multidisciplinary hospitals in Karshi and Beshkent to meet national and international standards. Procurement of medical equipment for the new Multidisciplinary Medical Center in Tashkent Project - Equipping the New Multidisciplinary Medical Center with modern medical and diagnostic equipment and operationalizing it through trained medical staff

Through these efforts, UNOPS supports Uzbekistan in strengthening its health systems and delivering improved quality of care for its citizens.

The Administration Associate performs - and may supervise personnel in delivering - technical and administrative support services across both specialized and generalized processes in administration including travel management 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.

1. Administrative Services Coordination

• Coordinate individual work areas and guide personnel on executing standard office transactions, processes and client services, ensuring full compliance with UNOPS 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.

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

• Correspondence management including maintenance of correspondence logs and record keeping

• 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.

2. Travel and Logistics

• Process travel transactions (authorizations and claims) in the ERP system, including requests for visas and accreditation, identity cards, and other documentation for personnel, UN officials and visitors, ensuring compliance with UN rules and regulations.

• Provide information on air services, rates, and schedules for specific itineraries.

• Process travel claims, purchase orders, payments, and contracts for travel-related activities.

• Prepare documentation for security clearances.

• Arrange hotel reservations and organize airport pickups, hospitality, protocol, customs, and immigration support for visiting UN System officials.

• Ensure punctual delivery of official protocol certificates and coordinate with UN departments and government counterparts on documentation related to visas, work permits, security requirements, and health clearances for international staff.

• Coordinate with UN departments on import/export or transfer of goods for official purposes.

• Maintain strong working relationships with government ministries as required.

• Provide accurate, up-to-date information to staff on required supporting documents for themselves and their dependents, including import/export or transfer requirements. Track the status of submitted documentation for staff and dependents through individual monitoring sheets, ensuring adherence to schedules.

• Provide timely updates to individuals or units on administrative steps, project file status, and pending issues.

3. Logistics and Asset Management

• Oversee the implementation of logistics systems in line with UNOPS 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 UNOPS 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, performance monitoring and invoice processing.

4. 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 experience is work 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.
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• 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.