UNOPS - United Nations Office for Project Services
Functional Responsibilities
Summary of key functions:
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Effective and efficient functioning of UNOPS Ukraine Management Office
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Effective communications and administrative support;
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Successful collaboration and maintenance of strong relations between internal and external stakeholders;
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Facilitation of knowledge building and management.
Ensures effective and efficient functioning of the Management office focusing on achievement of the following results:
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Support the Country Director in the administrative tasks related to the management of the UNOPS Ukraine Country Office, enhancing an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the office team.
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Manage efficiently and discreetly UACO Management office’s schedules and calendars, organizing official meetings in accordance with applicable protocol
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Organize regular and ad-hoc meetings; prepare meeting agenda, minutes and summaries of actions to be taken; track progress on planned issues; follow-up with focal points.
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Coordinate and/or organize visits of high level UNOPS, UN, and Partner Organization officials.
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In cooperation with the admin team, support and provide input for the organization of special corporate events, such as luncheons, receptions, dinners for high-level invitees from international missions, governments, UN agencies, governmental/non-governmental organizations and other partners.
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Help the Management Office to establish and maintain an effective network and exchange of information with internal and external partners.
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Organize and ensure effective communication systems for the Management Office and for the Office in general with internal interlocutors and external partners.
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Ensure adherence to appropriate protocol and correspondence guidelines as well as by the Office team when communicating with Government and other external partners;
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Be the protocol and liaison focal point between UNOPS Ukraine and the UN Resident Coordinator’s Office in Ukraine.
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May have ad-hoc designated transactional role in OneUNOPS/Enterprise system
Ensures provision of effective communications and administrative support to the Management office focusing on achievement of the following results:
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Initiate, maintain and overall handle written and verbal communications on behalf of Management Office, clear outgoing correspondence for supervisor’s signature, solicit pre-clearances and further action by other personnel when so required.
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In agreement with the Country Director, initiate and coordinate the information flow in the office and dissemination to personnel as required.
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Facilitate information sharing between all divisions of the UACO office.
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Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Regional Office and/or Headquarters.
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Prepare routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required.
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Prepare slides and tables ensuring appropriate style and accuracy of information as requested by the Country Director and/or Management office.
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In cooperation with the admin team, manage the Management team’s official missions and representation schedule, as well as related travel arrangements.
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Prepare high-quality briefing materials for the Country Director for appointments, meetings, missions.
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Prepare proposals to change priorities, appointments and scheduling conflicts, office and help streamline office procedures between the supervisor’s office and subordinate divisions.
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Provide all other related administrative, logistical, protocol and secretary services for the Country Director.
Ensures successful collaboration and maintenance of strong relations between internal and external stakeholders by coordinating their engagement and focusing on achievement of the following results:
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Support the Management Office in identifying local stakeholders and, in agreement with the CD, initiate conversations which could contribute to pursue the strategic objectives of UACO.
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Develop and maintain effective communications with counterparts at other UN agencies in Ukraine.
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Interact with the UN Resident Coordinator Office, prepare talking points for the meetings between Resident Coordinator and Ukraine Management Team.
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Where applicable, provide support and advice as well as maintaining communications and liaising with the Ministry of Foreign affairs of Ukraine on protocol matters.
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Draft agendas for official meetings and events in coordination with the Ministry of Foreign Affairs and other ministries involved in the programme activities of UNOPS.
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Prepare the background documents for high level officials at the Government of Ukraine.
Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:
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Support the Country Director to deliver corporate UNOPS initiatives that span across the country team and within the ECR context, with the view of meeting corporate objectives and in support to implement organizational policies and priorities.
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Contribute to knowledge networks and communities of practice
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Contribute to the development and positioning of UNOPS in Ukraine by way of advice and recommendations;
Education/Experience/Language requirements
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High School Diploma is required
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Bachelor’s degree preferably in Business or Public Administration, or related fields may be accepted in lieu of years of experience.
Experience
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With a high school diploma, 6 years of experience in providing support to the senior management in general business administration
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Experience in public relations and communication with senior officials, representatives of the diplomatic missions and NGOs is desirable.
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Knowledge of UN rules and regulations, government directory, NGOs, UN agencies, embassies, other offices, etc. is desirable.
Language requirements
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Fluency in written and oral English and Ukrainian is required.
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Knowledge of another UN working language is desirable.
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