Administration Senior Associate

General Information Position Title Administration Senior Associate Job Category Administration Duty Station(s) New York Seniority Level Associate ICS Level ICS 07 Contract Type ICA - LICA - Support - Regular Contract Level LICA 7 Posting Start Date 22-May-2026 Posting End Date 06-Jun-2026 Duration Open ended (renewal subject to good performance, availability of funds, organization requirements and project needs and duration) Job Highlight Empower global change by driving ICT innovation, fostering knowledge sharing, and safeguarding information security, directly contributing to UNOPS projects that transform lives worldwide. About the Region 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. Role Purpose The Administration Senior Associate ensures the efficient, compliant, and client-focused delivery of administrative and operational services, in line with UNOPS rules, policies, and frameworks. The role requires a strong combination of administrative expertise and practical ICT knowledge to support integrated office operations. The incumbent leads the coordination and oversight of key administrative functions, including procurement, asset and facilities management, financial and operational processes, and event management, ensuring effective and streamlined service delivery. In parallel, the role plays a critical part in supporting ICT service delivery, including basic systems administration, user support, troubleshooting, and coordination with specialized ICT teams to maintain system functionality and operational continuity. The position contributes to business continuity planning by integrating both administrative and ICT considerations, supervises administrative and ICT support personnel, and serves as a key focal point for liaising with HQ, ICT units, and external stakeholders to ensure cohesive, reliable, and high-quality services across functions. *** This recruitment aims to fill an ongoing, full-time position. Depending on actual needs, the hiring unit may decide to recruit endorsed qualified professionals for contracts with different working conditions (short/long term, part/full-time, retainer, regular or ongoing positions). *** Functions / Key Results Expected 1. Team Management & ICT Helpdesk Coordination Lead the development and implementation of ICT strategy and annual work plans, ensuring alignment with organizational priorities and HQ directives. Supervise, mentor, and performance manage ICT and administrative personnel, including setting objectives, conducting evaluations, and supporting professional development. Monitor, track, and control expenditure of office-related costs to ensure appropriate use of financial resources and support cost allocation adjustments as needed. Act as primary advisor to HoSS and senior management on ICT and operational matters, providing data-driven recommendations and risk assessments. Oversee the business continuity planning in the area of ICT. Manage and monitor Jira ticket feedback and service metrics to support improvements. Coordinate and support the implementation of ICT projects, tasks, and capacity-building activities. Ensure compliance with UNOPS IT policies and frameworks, escalating exceptions and deviations as required. Support day-to-day coordination of helpdesk services to ensure timely user support and alignment with office priorities. Promote teamwork and collaboration by supporting clear task allocation and guidance to team members. Foster a respectful and inclusive work environment in line with UNOPS standards of conduct. Act on delegated authority from HoSS/RMOA for operational and ICT decisions within defined scope. 2. Administration & Event Management Lead and oversee the end-to-end planning and delivery of office events, workshops, and high-level engagements from inception to completion, including concept development, budgeting, procurement, stakeholder coordination, logistics, ICT/hybrid setup, on-site execution, and post-event evaluation, ensuring full compliance with UNOPS policies and high-quality service delivery. Serve as an escalation point for high-risk operational issues, including vendor performance, facilities disruptions, and compliance matters. Implement office-related administrative budgets, including cost tracking, monitoring, and reporting. Liaise with vendors, service providers, and building management to ensure effective service delivery. Serve as the primary focal point for building management and external service providers, leading negotiations, coordinating major maintenance or infrastructure works, and ensuring minimal disruption to operations Manage procurement processes, including preparation of documentation, contract follow-up, and vendor coordination. Oversee office administrative functions, including insurance, phone tree, business continuity plans, shared services, and internal coordination tools. Manage oversight of office and ICT assets, including inventory tracking, lifecycle management, and compliance. Support premises management, including maintenance, repairs, and lease-related coordination. Act as a focal point for security and safety matters, including coordination with relevant stakeholders. Promote sustainability and environmental initiatives within the office. Manage and maintain filing systems and records for administrative, procurement, and asset-related activities. Support asset management processes, including receipt, tracking, movement, and disposal. Support financial administration, including invoice processing, payment follow-up, and account reconciliation. Oversee financial administrative processes, including invoice validation, payment follow-up, reconciliations, and financial tracking, ensuring accuracy and compliance with UNOPS financial rules. Ensure proper documentation and tracking of transactions to support audit and reporting requirements. 3. Communication & Process Improvement Coordinate with internal ICT teams and stakeholders to support effective communication and service delivery. Monitor ICT systems and identify issues or areas for improvement, escalating as needed. Collaborate with HQ and external partners, including UN agencies, to align processes and share best practices. Support the operation and maintenance of ICT equipment and systems. Liaise with HQ to assess ICT needs and requirements. Serve as a focal point for coordination with partner agencies on ICT-related matters. 4. End-User Support Provide and coordinate end-user support, ensuring timely and service-oriented assistance. Troubleshoot system and technical issues, escalating complex cases as required. Provide guidance on system functionalities in collaboration with ICT teams and subject matter experts. Oversee escalation management and resolution of critical incidents, ensuring minimal disruption to operations. Maintain ownership of support requests through to resolution, ensuring clear communication with users. Manage user accounts, including creation, modification, and documentation in line with policies. Liaise with external providers to obtain advanced technical support when necessary. Define and implement user support policies and service standards aligned with UNOPS frameworks. 5. Knowledge Management Identify training needs for ICT personnel and focal points. Ensure high-quality, client-oriented ICT service delivery, setting standards for responsiveness and user satisfaction. Support the design and delivery of training sessions, including workshops, webinars, and one-on-one support. Promote a culture of knowledge sharing and innovation, introducing best practices and lessons learned. Provide strategic reporting and insights to management, including dashboards and performance analytics. Conduct research on ICT-related topics to support continuous improvement. Lead capacity-building initiatives across ICT and administrative functions, including structured training programs. Skills Administration, Business Continuity, Information Technology Asset Management, Information Technology Infrastructure Management, Information Technology Operations, Information Technology Procurement, Information Technology Service Management, Information Technology Security 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 (or equivalent) with 7 years of relevant experience OR A Bachelor's degree (or equivalent) in any discipline with 3 years of relevant experience is required. Desired Relevant globally recognized ICT professional certificates are desired. Experience Requirements Required Relevant experience includes work in administration, operations, or related fields, as well as information technology support involving office software packages, Active Directory management, server administration, and network infrastructure. Experience with Active Directory, Windows 11, and Google Workspace (or newer) is required. Desired Experience working in multicultural environments or within the UN system in developing countries is desirable. Experience in development or humanitarian contexts is desired. Language Requirements Language Proficiency Level Requirement English Fluent Required Additional Information 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. Terms and Conditions 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. #J-18808-Ljbffr Giga