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 - Myanmar

UNOPS Myanmar is one of UNOPS’ leading offices in Asia, acting as fund manager for three of the largest development programmes in the country, namely the Access to Health Fund, the Livelihood and Food Security Fund (LIFT) and the Joint Peace Fund (JPF). In addition, UNOPS is Principal Recipient for the Global Fund in Myanmar and for the Global Fund’s regional artemisinin-resistance initiative towards elimination of Malaria, which works to accelerate progress towards malaria elimination in the greater Mekong sub-region. UNOPS provides procurement, infrastructure and project management services to a wide range of organisations in the country, including the Government of Myanmar, international development partners, other UN agencies, NGOs and INGOs. UNOPS plays a critical role in ensuring that the quality of services provided to its partners meets stringent requirements of speed, efficiency and cost effectiveness.

Background Information - Job-specific

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.

Impact of Results The key results have an impact on the overall efficiency of the office administration management and success in introduction and implementation of operational strategies. Strategic approach to administration management, effective and efficient administrative support, and timely and appropriate delivery of services ensure client satisfaction and overall effective delivery of UNOPS programmes and projects.

Education/Experience/Language requirements

Education - Master’s 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. - Experience in the usage of computers and office software packages (MS Office 2010, Google Suite).

Language Requirements - Fluency in English and Myanmar language is required. - Knowledge of second UN working language 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: Local Individual Contract Agreement (LICA) Contract level: LICA-8 (ICS-8) Contract duration: ‘Open-ended, subject to 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.
• 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 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.