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

Please note that this VA is also open to Nationals of Cameroon, a Cameroon Citizen selected will be contracted under a Local Individual Contractor Agreement at LICA8 level. The Cameroon Citizen who fulfils the requirements stated in this job are strongly encoraged to apply.

The UNOPS office in Cameroon opened in December 2019, and has several active projects, whose nature varies from construction, technical studies in different sectors, WASH activities, human resources management for other entities, and procurement including in the medical field (COVID-19).

The office is constantly working to expand its activities in order to support its partners in the implementation of their development programs and projects.

Under the direct supervision of the Senior Programme Manager, and in accordance with UNOPS policies, procedures and practices, the Administration Officer is responsible for effective delivery of the Accommodations services and overall HUB 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 Administration Officer works in direct collaboration with the Procurement Officer, Head of Programme, and Business Development Unit to successfully plan and deliver logistical services.

Background information - DR Congo

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 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 construction and rehabilitation and development across health, education, public works, governance/public administration sectors; procurement, project management, amongst others.

CDOH 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 UNOPS office in Cameroon opened in December 2019, and has several active projects, whose nature varies from construction, technical studies in different sectors, WASH activities, human resources management for other entities, and procurement including in the medical field (COVID-19).

The office is constantly working to expand its activities in order to support its partners in the implementation of their development programs and projects.

Functional Responsibilities

Under the direct supervision of the Senior Programme Manager, and in accordance with UNOPS policies, procedures and practices, the Administration Officer is responsible for effective delivery of the Accommodations services and overall HUB 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 Administration Officer works in direct collaboration with the Procurement Officer, Head of Programme, and Business Development Unit to successfully plan and deliver logistical services.

His/her duties include:

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 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
• Liaise with UNDSS for security matters, and act as Security Focal point in Yaoundé
• 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 maintained and necessary repairs and maintenance are carried out in a timely manner

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

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

Personnel Management:

• Supervise, guide and train logistics 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

• Advanced University degree (Master’s or equivalent) in Business administration, Project Management, Logistics, Emergency Management, International Relations or related field is required.
• First level University degree (Bachelor’s or equivalent) in Business administration, Project Management Logistics, Emergency Management, International Relations or related field in combination with two (2) additional years of relevant professional experience may be accepted in lieu of the advanced university degree.

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

Languages

Fluency in French and 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-ICA1 (ICS 8)
3. Contract duration: Ongoing subject to organizational requirements, satisfactory performance and available funding

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.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
• Duty Station Yaounde is a family Duty Station
• CANDIDATES WITH NO UN OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY
• Please note that this VA is also open to National of Cameroon, a Cameroon Citizen selected will be contracted under a Local Individual Contractor Agreement (LICA8)

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 supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.