Job Description

Under the guidance and direct supervision of the Head of Support Services, the Administration Officer is responsible for the quality of administrative support services for the Country Office. He/she analyzes and interprets the administrative rules and regulations and provides solutions to complex issues related to administration. The Administration Officer promotes a collaborative, client-focused, quality and results-oriented approach.

The Administration Officer will supervise and lead the team of the administration personnel within the Country Office. The Administration Officer works in close collaboration with the support services, programme and project teams locally, UNOPS HQ colleagues, UN agencies and Government officials to successfully deliver administrative services

Functional Responsibilities

Summary of Key Functions

Management of UNOPS premises

Management of vehicle fleet operations and maintenance

Management of administrative services and supervision of administrative team

Facilitation of knowledge building and knowledge sharing

1. Ensures management of UNOPS premises, focusing on achievement of the following results:

Overall management of office premises; follow-up with building owner regarding contractual arrangement/negotiation of office lease renewal in consultation with the Country Office management team;

Promotion of energy-saving and implementation of green office policy;

Scheduling and monitoring of maintenance/repair/washing/painting work of the office premises and environment. Supervision of the cleaning and maintenance team to ensure effective and efficient services be provided;

Monitoring and ensuring the timeliness and quality of administrative tasks (e.g. cleaning and security guard service) on a daily basis.

2. Ensures management of UNOPS vehicles and supervision of Drivers, focusing on achievement of the following results:

Ensuring proper and timely transportation planning meeting the operational needs of programmes and projects;

Ensuring on-time transportation services to personnel, visitors and officials on mission;

Ensuring sufficient management and supervision of Drivers;

Maintaining the roadworthiness of all vehicles through proper maintenance and repair;

Ensuring effective and efficient use of fuel.

3. Ensures effective management of Country Office administrative services and supervision of the administrative team, focusing on achievement of the following results:

Monitoring and analysis of administrative services and recommendations for changes in policies, systems and procedures to ensure services are aligned with changing business needs and objectives;

Ensuring UNOPS administrative resources are fully and properly accounted for and that internal control systems are adequate and functioning;

Assessment of expenditure in administration (office premises, assets, travel, etc.) for previous years; estimate of new requirements and preparation of budget plans for designated areas of work;

Collaboration in the administration of common premises to ensure efficiency, cost- effectiveness and timeliness of operations and services;

Negotiation of contracts with vendors and service providers to ensure cost-effective services and of quality and timely service;

Preparation and monitoring of the team work-plans. Supervision and guidance to the staff in the administrative team, including the drivers’ team, handyman and administration personnel, for satisfactory performance and client-oriented services;

Management of office vehicles and transportation service to ensure punctual transportation service is provided to the staff, UNOPS visitors and high officials on mission;

Supervision of the recording (inventory), disposal and transfer of office assets for the office; evaluation, on a regular basis, of the inventory status and transactions in the database, reporting anomalies and discrepancies for timely action;

Efficient and effective cooperation among different sub-teams in terms of achieving results;

Administrative advice and support to international staff and consultants;

Drafting of correspondence and internal procedural directives relating to administrative matters;

Administrative support to key events (e.g. conferences, VIP visits, UN Day, etc.) on a timely and quality basis.

4. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

Organization of training for the operations/ projects staff on administrative-related topics;

Briefing/debriefing of staff members on issues relating to area of work;

Sound contributions to knowledge networks and communities of practice;

Synthesis of lessons learnt and best practices in administration.

Requirements

A degree (or equivalent) in Business or Public Administration, Engineering or related fields.

A first-level university degree in combination with required qualifying experience may be accepted in lieu of the advanced university degree.

Experience

Less than 2 years of relevant experience at the national or international level in administrative management.

The candidate must have proven experience in facilities and/or building management, vehicle fleet operations and general administration and maintenance.

Fluency in English language is required, Spanish and Arabic languages may be added advantages