Administration Officer

Entry Mid Admin

Overview

Provide administrative support to UNOPS Djibouti office.

You have:

• Master’s degree (or equivalent) in Business or Public Administration, or related fields.
• Minimum 2 years of relevant experience in administrative management is required.
• Experience in the usage of computers and office software packages (G-Suite or MS Office 2003 and/or newer versions) is required.
• Fluency in written and oral in both French and English.
• Knowledge of other UN working language is desirable.

Contract

This is a IICA-1 contract. This kind of contract is known as International Individual Contractor Agreements. It is normally internationally recruited only. It's an external contract. It usually requires 2 years of experience, depending on education. More about IICA-1 contracts.

Background Information - Job-specific

Established in 2009, UNOPS Ethiopia Office has been providing services to various partners, including the government of Ethiopia, UN agencies such as WHO, UNHCR and WFP, and other international organizations. Since 2014, the UNOPS Ethiopia Multi-country Office (EMCO) runs and coordinates the UNOPS activities in Ethiopia, as well as Sudan and Djibouti. The UNOPS EMCO team is composed of approximately 100 national and international women and men, and offers a broad range of services such as infrastructure, procurement, project management, financial and human resources management.

Currently, UNOPS EMCO is undertaking the EU COVID 19 Pandemic Response project for the Intergovernmental Authority on Development (IGAD) with a base in Djibouti.

IGAD member states are among the most vulnerable to the COVID-19 pandemic. The virus appears to be spreading rapidly in the sub-region and governments have limited capacity to effectively monitor, contain and mitigate the pandemic. Various containment and mitigation measures are now in place in most countries, including complete lockdown, with the closure of borders and the reduction/suspension of international flights. These measures have however negative secondary effects not only on the movement of vulnerable populations and goods, but also on food security. Very dependent on external markets and investments, the impact of the pandemic on the sub-region economy and in particular employment is already manifesting and could be dramatic in the coming months. Disruptions to supply chains could cause food price hike and shortages, increase nutrition insecurity, halt production in key value chains.

The proposed programme design is intended to mitigate the impact of the COVID-19 pandemic in the IGAD sub-region, responding to the call for international support made by IGAD Heads of States, Health and Finance Ministers.

UNOPS seeks a professional with sound administrative support background to support Ethiopia Multi-country Office (EMCO) projects, and more specifically the Project Management Unit of the EU COVID 19 Response for IGAD.

Functional Responsibilities

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 UNOPS Djibouti office, specifically to the Project Management Unit for EU-IGAD and government liaison activities. 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 may supervise and lead the team of the administration personnel within the Multi Country Office. The Administration Officer works in close collaboration with the support services, programme and project teams locally, UNOPS HQ colleagues, UN agencies and liaise with government officials to successfully deliver administrative services.

Summary of Key Functions 1. Management of UNOPS premises 2. Support to management on security-related issues 3. Management of UNOPS Djibouti PMU EU-IGAD administrative services, and supervision of the administrative team 4. Provision of effective liaison with government and other partners 5. 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 Regional Office/Country Office/Multi 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 proper assistance to management on security-related issues, focusing on achievement of the following results:

• Analysis and identification of potential issues related to security and proposal of strategies and options to management for review.
• Guidance and supervision to the security guards for safeguarding the staff and premises
• Preparation of quarterly Security Incident Reports.
• Update of security briefing note and briefing of staff and UNOPS visitors on security-related matters.
• UNOPS Staff List (including dependents) updated on a timely basis.
• Maintains regular contacts with UNDSS and Security Focal Points of UN agencies.

3. Ensures effective management of UNOPS Djibouti PMU EU-IGAD 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 (e.g. assist international staff and consultants in finding suitable housing according to their needs within a short time frame).
• Drafting of correspondence and internal procedural directives,Standard Operating Procedures relating to administrative matters.
• Helps organize local meetings and conferences; co-creates workshops and trainings as needed and alongside other colleagues; organizes and prepares official visits as needed;

4. Provides effective liaison function with government, and other partners, focusing on achievement of the following results:

• Maintains and develops relationships with counterparts in government ministries, agencies and other partners, to provide the necessary information to UNOPS management, projects and personnel, following up on official documents and requests, as well as scheduling and coordination of official meetings.
• Maintain documentation of decisions and correspondence and actions taken on liaison issues and keep electronic filing up to date.etc.
• Builds and/or enhance relationships with key stakeholders ensuring correct and timely sharing of information between stakeholders
• Maintains a database on contact details in relation to host country security authorities
• Preparation of agendas and supporting documentation for the Project Manager’s meeting with Local Government Officials and other stakeholders.

5. 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.

Education/Experience/Language requirements

Education:

• Master’s degree (or equivalent) in Business or Public Administration, or related fields. A Bachelor's degree in combination with required qualifying experience may be accepted in lieu of the Master's degree.

Experience:

• Minimum 2 years of relevant experience in administrative management is required.
• Experience in the usage of computers and office software packages (G-Suite or MS Office 2003 and/or newer versions) is required.

Language:

• Fluency in written and oral in both French and English. Knowledge of other UN working language is desirable.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational 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.

Contract type, level and duration

• Contract type: IICA
• Contract level: IICA 1
• Contract duration: Ongoing ICA – ‘Open-ended, subject to the project duration, organizational requirements, availability of funds and satisfactory performance.'

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• Djibouti City is a family duty station.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• 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 (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Apply now

Potential interview questions

Added 5 years ago - Updated 1 year ago - Source: jobs.unops.org