Administration Officer

Contract

This is a LICA Specialist-8 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 0 years of experience, depending on education. More about LICA Specialist-8 contracts.

Background Information - Job-specific

Under the guidance and direct supervision of the Head of Support Services, the Administration Officer is responsible for the office management of the South Sudan Office Centre, supervision of the day to day operations of the administrative department and effective delivery of administrative support services. 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 administration staff of support services and collaborate with the ETHMCO on administrative needs related to the South Sudan project office.

He/she works in close collaboration with the logistics, finance, human resource, and procurement and project teams in the South Sudan Operations Centre, UNOPS vendors to successfully deliver administrative services.

Functional Responsibilities

Summary of Key Functions

• Support the Management of UNOPS administrative functions, premises, facilities and inventory
• Oversee transport management supporting the Admin Assistant
• Contribute to knowledge building and knowledge sharing

1.Ensures management of UNOPS administrative functions, premises, facilities and inventory, focusing on achievement of the following results:

• Overall management of office premises; follow-up to ensure that the office is adequately stocked with necessary supplies and all equipment is working and properly maintained;
• Scheduling and monitoring of maintenance, repairs, washing, landscaping, paint work of the office premises and environment;
• Monitoring and ensuring the timeliness and quality of administrative tasks (e.g. cleaning, management of the canteen services) on a daily basis;
• Create and maintain effective internal controls for equipment inventory;
• Manage the organization’s office space allocation and storage space;
• Working with the Finance and management team to set budgets, ensure to monitor spending and other expenses to adhere to set limits and avoid overspends;
• Collecting, organizing and storing administrative related information both in soft and hard copy filing systems;
• Oversee special office activities and tracking progress towards UNOPS SSOC goals;
• Oversee the generator maintenance;
• Collaborate with PSOs for project based support services required to deliver project needs;
• Lead on HSSE reporting and compliance of the Juba office.

2. Ensures proper transport management, focusing on achievement of the following results:

• Manage, audit and review compliance systems in the transport management to ensure that they are effective;
• Review any shortcomings such as prohibitions and/or tests;
• Keep up to date on relevant changes in standards and legislation;
• Ensure that drivers hold the appropriate entitlement for the vehicle they are driving;
• Ensure drivers comply with the drivers’ hours and working time rules;
• Ensure that drivers are properly trained and competent to operate all relevant vehicles and equipment;
• Ensure that a proper system of vehicle maintenance is in place and carried out and that all vehicles are kept in a roadworthy condition;
• Management of office vehicles and transportation service to ensure punctual transportation service is provided to the staff, UNOPS visitors and high officials on mission;
• Ensure that all required records are made properly and kept for the required period;
• Ensure that all drivers maintain and understand a good driver’s maintenance system.

3. Ensures effective office management 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, tc.) 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;
• Preparation and monitoring of the team work-plans. Supervision and guidance to the staff in the administrative team, including the drivers’ team, handyman and Administrative Assistants, for satisfactory performance and client-oriented services.
• Supervision of the cleaning and maintenance team to ensure effective and efficient services be provided;
• Efficient and effective cooperation among different sub-teams in terms of achieving results;
• Drafting of correspondence and internal procedural directives relating to administrative matters;
• Administrative support and services provided to SSOC key events (e.g. conferences, VIP visits, UN Day, etc.) on a timely and quality basis;
• Planning, scheduling and promoting office events including meetings and conferences;
• Ensure appropriate hosting and reception of SSOC guests;
• Ensure that conference and meeting rooms are always ready for meetings;
• Act as liaison with various vendors providing maintenance and other occupancy services;
• Provide and oversee centralized administrative operations procedures of services for the agency;
• Ensure proper Asset Management including asset verification, Assets disposal and depreciation.

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

• Organization of training for administrative-related topics;

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

• Sound contributions to knowledge networks and communities of practice;
• Synthesis of lessons learnt and best practices in administration.

Impact of Results The key results have an impact on the overall efficiency of the South Sudan Operations Centre in administration management.

Education/Experience/Language requirements

Education A first-level university degree in Business or Public Administration, or related fields.

A Masters degree in Business or Public Administration, or related fields is an asset.

Experience 2 years of relevant experience at the national or international level in administrative management is required.

Ability to manage premises and record management[;

Skills in Vehicles/Fleet Management;

Ability to coordination activities with the other departments and external clients is essential.

Language Requirements Fluency in written and oral English and the language of the duty station 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.

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.
• 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
• 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 – 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.

Background Information -South Sudan

The UNOPS South Sudan office helps a wide range of local and international partners improve the lives of the South Sudanese people by implementing infrastructure and procurement projects. All UNOPS operations have an increasing emphasis on developing national capacities and considering gender, environmental and community concerns. UNOPS is working in a range of sectors in South Sudan including: transport, education, health, post-conflict stabilization and emergency response.