Administration officer

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

The United Nations Office for Project Services (UNOPS) is the largest service provider in the United Nations System, working on behalf of more than 30 UN departments and organizations as well as for International Financial Institutions and host governments.

UNOPS Africa regional office (AFO) provides management services for sustainable development ranging from tailored services to clients to full-scale management of programmes and projects, especially in post conflict/early recovery contexts. Among the most commonly requested services are Project Management, Project supervision and Loan/Fund administration, and Procurement. The regional office provides advisory and support services to the AFO Operational Hubs and other business entities, and ensures quality control and oversight of project implementation across the region.

Based in Kinshasa, DRC, the UNOPS Multi country Office (CDOH) in Central Africa covers eleven countries including DRC, RC, CAR, Angola, Cameroon, Equatorial Guinea, Gabon, Rwanda, Burundi, and Madagascar. The office has developed strong working relations with international partners, UN agencies including UN Missions and Governments across Central Africa over the years. It provides technical support and capacity building in strategic development areas including infrastructure construction and rehabilitation and development across health, education, public works, governance/public administration sectors; procurement, project management, amongst others..

CDMCO Hub also implements more and more projects of procurement and distribution of various equipment and therefore needs Logistics skills to properly implement and monitor these projects.

The Central African Republic Country Office (CAR) has a growing portfolio of over 100 million USD in projects, with more than 100 personnel. The portfolio of the CAR Country Office reflects that of its Multi Country Office in that it ranges from infrastructure rehabilitation and construction to multi-sectoral projects for social protection and peace and security.

Background information - DR Congo

Located in Kinshasa, Democratic Republic of the Congo (DRC) the UNOPS Hub in Central Africa covers eleven countries, including in the Central African Republic (CAR), and has an active portfolio of over $200m, mostly related to infrastructure projects. The office has developed strong working relations with the international partners, UN agencies including UN Missions and Governments across Central Africa over the years. It provides technical support and capacity building in strategic development areas including infrastructure rehabilitation and development across health, education, public works, governance/public administration sectors; procurement, project management and sectoral advisory services; peace and security, environmental preservation and protection among others.

Functional Responsibilities

Under the direct supervision of the Support Services Manager, and in accordance with UNOPS policies, procedures and practices, the Logistics Analyst is responsible for effective delivery of the Accommodations services and overall UNOPS CAR logistical support.

She/he will be more specifically in charge of planning and organizing of importation, customs clearance, storage and distribution of equipment imported for UNOPS clients, in accordance with the Financial Rules and Regulations applicable to UNOPS and policies and procedures governing UNOPS procurement activities and the procurement and quality assurance.

The Logistics Analyst works in direct collaboration with the Procurement Officer, Support Services Manager, and Business Development Unit to successfully plan and deliver logistical services.

1. Proper management of Country Logistic functions according to UNOPS rules and regulations, focusing on achievement of the following results:

• Stock management system and regular inventory control system is in place and operational;
• Assure a proper management and record keeping for project assets including accounting for and monitoring depreciation;
• Implement assets disposal procedures according to the agreed arrangements
• Distribution and recovery of material (check-in/check-out forms)
• Briefs and assists new international staff, experts and consultants about logistics & administrative requirements and procedures;
• Supervise the preparation/maintenance and update of the assets management database for projects;
• Work in close collaboration with Finance and Procurement Units and Assets Focal Point in the preparation and submission of the annual Assets Inventory Report to the Regional Office/HQ;
• Ensure that each Project Team prepares/maintains and updates Project inventory list; as well as certifies the physical check/working conditions of all project equipment;
• Ensure proper and timely customs clearance procedures;
• Ensure recording of assets in the asset register in compliance with PPE.
• Work in close collaboration with Procurement Officer and participate in the implementation of the procurement plan for goods and services, such as sub-contracting of local companies (i.e. office equipment maintenance, security service), renting and rehabilitating of premises, communication systems, office equipment and supply, transportation and fuel agreements in coordination with the management.
• Work in close collaboration with Procurement Unit on procurement of services for the maintenance of office premises and related office equipment and vehicles;
• Ensure that the office premises are fully compliant with Health & Safety and Social & Environmental (HSSE) requirements and maintained and necessary repairs and maintenance are carried out in a timely manner.
• Manage the fleet of vehicles in the country with all related areas such as fuel management, insurance, maintenance, immatriculation, driving licenses, Log books, etc.

2. For dedicated Procurement and Distribution projects, ensure that all equipment are purchased, shipped, receipted, stored and distributed in a timely manner. - Monitor storage and distribution. Ensure close coordination of storage and distribution activities - Conduct a gap analysis of the current receipting, storage and distribution system and develop strategies to improve the system as required. - Provide technical support on specifications, cost implications and logistics for safe delivery both internationally and nationally. - Provide advice and technical support on the storage and distribution and develop appropriate strategies as required. - Ensure that all logistics actions are conducted as required by UNOPS according to UNOPS Financial Rules and Regulations and the applicable policies and procedures as well as the highest degree of personal and professional ethics. - Update standard operating procedures to ensure best practices. - Update and train team members of all process and procedures used as well as keeping informed the progress of individual purchase contracts

3. Knowledge Management:

• Actively interact with other PMs to share case studies, lessons learned and best practice on the Knowledge System;
• Provide feedback to Practice Leads on policy, supporting guidance with an aim towards continuous improvement of UNOPS policies
• Complete lessons learned as per reporting format for areas under his responsibility;

4. Personnel Management:

• Supervise, guide and train logistics and administration personnel on proper management and record keeping in the following areas:

• Support and advise on logistic operations activities of the Operations;

• Supports, mentors and leads the Logistics Unit on a timely and cost-efficient delivery of tasks and duties
• Briefs and assists new international staff, experts and consultants about logistics for the HUB requirements and procedures;
• Supervise the logistics personnel on the preparation/maintenance and update of the assets management database for projects;

Performs other duties as and when assigned by the supervisor.

Education/Experience/Language requirements

A. Education

• Advanced University Degree in Business administration, project Management or related field (Logistics, Emergency Management, International Relations).
• A bachelor Degree in Business administration or related field (Logistics, Emergency Management, International Relations) with two additional years of experience will be accepted in lieu of the master degree.

B. Work Experience

A minimum of three (3) years working experience in Logistics preferably in conflict or post-conflict duty stations is required, including in security management.

C. Languages

• Fluency in French is required
• Intermediate in English is required

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

1. Contract type : International Individual Contractor Agreement (IICA)
2. Contract level : I-ICA 1(ISC8)
3. Contract duration : Ongoing ICA

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.
• UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
• Qualified female candidates are strongly encouraged to apply.
• 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.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, 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 recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.
• CENTRAL AFRICAN REPUBLIC IS A NON DUTY FAMILY MISSION
• CANDIDATES WITH NO UN OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY

Background Information - UNOPS

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian, and development projects around the world. Our mission is to help people build better lives and countries achieve peace and sustainable development.

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

Working with us We are proud of our people. With a wealth of knowledge and skills in various disciplines – engineering, finance, human resources, ICT, leadership, project management, procurement, and more – they help tackle some of the biggest challenges of our time. Their work around the world supports progress toward the Sustainable Development Goals (SDGs).

At UNOPS, we offer a range of short- and long-term opportunities in various environments and duty stations – from Denmark and Kenya to Mexico, Switzerland, Myanmar, Senegal, Uganda, and many more.

Diversity With over 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of our partners, spread across 80 countries, our workforce represents a range of nationalities and cultures. We promote a balanced and diverse labor force — a strength that helps us better understand and address our partners’ needs. We continually strive to maintain our gender-balanced workplace. We encourage qualified underrepresented groups as per UNOPS Gender, Diversity, and Inclusion Strategy to apply for our vacancies.

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