Administration Senior Associate
United Nations Office for Project Services
Nơi làm việc
Djibouti
Chi tiết công việc
Background- Job specific:
• The current conflict in Yemen has resulted in wide-spread humanitarian crisis, and has left 80 per cent of the population (21.1 million people) in need of assistance. The impediments on commercial imports to Yemen have led to severe lack of basic items. Should this situation continue to the point that basic commodities are not imported and therefore not available in the market, the current humanitarian crisis will deteriorate even further.
• In order to address the dire humanitarian situation in Yemen, the restoration of regular commercial cargo flows into the country is essential. UN Security Council resolution 2216 (2015) decided that Member States shall take necessary measures to prevent the direct or indirect supply, sale or transfer from or through their territories or by their nationals, or using their flag vessels or aircraft, of arms and related material of all types, including weapons and ammunition, military vehicles and equipment, paramilitary equipment, and spare parts for the aforementioned. In order to facilitate the unimpeded flow of essential commercial items to Yemen, the UN has been requested by the Government of Yemen to provide a monitoring and inspection service that ensures that commercial cargo entering Yemen’s territorial waters is compliant with UNSCR 2216 (2015).
• The United Nations Office for Project Services (UNOPS) has been requested to operationalize and manage a mechanism to oversee the monitoring and inspection services.
• Under the overall guidance and supervision of the Project Manager, the incumbent performs and may supervise personnel in delivering administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and logistics, ensuring efficient, client oriented and effective service delivery. The Administration Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.
Functional Responsibilities
• Management and Administration Support
• Fleet Management and Vehicles Supervision
• Asset Management Services
Management and Administration Support
• Coordinates individual work areas, actions and coaches personnel in execution of standard office transactions, processes and client services for work areas, ensuring full compliance with UNOPS rules, regulations, policies and strategies and knowledge of the work areas.
• Oversees protocol matters, ensuring efficient delivery of client services, including registration of staff and host government authorizations.
• Assists all personnel with Travel and movement.
• Reviews travel authorizations, documentation, payments, RFPs, REQs and POs.
• Coordinates and supervises processes and services in shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, building/facilities/space management, office supplies.
• Administers inventory control, supervising proper issuance of inventory items and supplies.
• Keeps track of the PPE stock for the operation team.
• Supports the administration of Operational Advance, timely accounting and reconciliation of all transactions.
• Tracks VAT reimbursements and follows up the quarterly update with IPAS.
• Supports the management and the administration with the HSSE.
• May be designated a transactional role in OneUNOPS/Enterprise Resource system.
• Creates the ‘requisitions’ and the ‘receipts’ in OneUNOPS/Enterprise system.
• Supports the monitoring of procurement activities to check that appropriate internal controls are followed to increase the day-to-day efficiencies and overall performance of local purchasing.
• Tracks, follows up and cleans POs.
• Compiles data for inter-agencies LTA planning and implementation.
• Follows up on the BOS updates
Fleet Management and Vehicles Supervision
• To supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.
• Ensures prompt reporting and investigation of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
• Supervises external contractor for transportation services, including client service and processing of invoices
• Supervises the official cars and ensures maintenance of the specialized vehicles is thoroughly conducted.
• Provides oversight, ensuring compliance by team members with existing policies and best practices.
• Facilitates the engagement and provision of high quality results and services of the drivers supervised through effective work planning, performance management, coaching, and promotion of learning and development.
Asset Management Services
• Ensures effective and efficient provision of logistics and asset management support services, meeting client needs and in compliance with UNOPS rules, regulations, policies and strategies, covering:
• Coordinates supply and assets management services and physical verification of inventory items ensuring timely preparation and submission of periodic inventory reports
• Harmonizes the assets tracking system in collaboration with the asset focal point in the Amman Hub.
• Finalises asset disposal and transfer from the Office move
Impact of Results
The effective and successful achievement of results by the Administration and Protocol Support Assistant directly affects the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served
Education/Experience/Language requirements
Education:
• Completion of secondary school is required.
• First University Degree in Business Administration, Public Administration,] or equivalent disciplines is desirable but not required.
• In the absence of a degree, administrative certification is an asset
Expereince:
• Minimum of seven years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations.
• Proficiency in computers and office software packages (MS Office) and experience in handling web-based management systems is required.
• Some experience in UN system organizations is desirable.
• Experience in use of Enterprise systems including OneUNOPS is desirable
Language Requirements
• Full working knowledge of English and French is required.
• Knowledge of a second UN or regional working language is an asset
Source: https://jobs.unops.org/pages/viewvacancy/VADetails.aspx?id=25154#3
