Administration Senior Officer (Re-announcement)

Contract

This is a LICA Specialist-9 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 2 years of experience, depending on education. More about LICA Specialist-9 contracts.

Background Information - Myanmar

UNOPS Myanmar is one of UNOPS’ leading offices in Asia, acting as the fund manager for some of the largest development programmes in the country. In addition, UNOPS is the Principal Recipient for the Global Fund in Myanmar and for the Global Fund’s regional artemisinin-resistance initiative towards the elimination of Malaria, which works to accelerate progress toward malaria elimination in the Greater Mekong sub-region. UNOPS provides procurement, infrastructure, and project management services to a wide range of organizations in the country, including 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 Senior Officer is responsible for the quality of administrative support services provided within the Country Office. He/she analyzes and interprets the administrative rules and regulations and provides solutions to complex issues related to administration. The Administration Senior Officer promotes a collaborative, client-focused, quality and results-oriented approach.

The Administration Senior Officer may supervise and lead the team of administration personnel within theCountry Office. The Administration Senior Officer works in close collaboration with the support services, programme and project teams locally and with UNOPS HQ colleagues, UN agencies and Government officials, to successfully deliver administrative services.

Given this responsibility, candidates are required to submit a Cover Letter outlining their supervisory experience, detailing the number and types of positions managed, specific tasks and responsibilities overseen, and examples of coordinating team efforts to meet administrative goals, in 250 words maximum.

Functional Responsibilities

Summary of Key Functions

• Management of UNOPS premises
• Vehicle Fleet Management
• Management of administrative services and supervision of administrative team
• Facilitation of knowledge building and knowledge

1. Ensures management of UNOPS premises, focusing on achievement of the following results:

• Management of office premises; negotiations with building owner regarding contractual arrangement and office lease renewal in consultation with the UNOPS Regional Office/Country Office/Multi Country Office management team.
• Promotion and implementation of energy-saving and green office policy.
• Management 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
• Evaluation and monitoring of the timeliness and quality of administrative tasks (e.g. cleaning and security guard service) on a regular 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 the Country Office administrative services and supervision of the administrative team, focusing on achievement of the following results:

• In-depth analysis and monitoring of administrative services; recommendations for changes in policies, systems and procedures to ensure services are aligned with changing business needs and objectives

• UNOPS’ administrative resources fully and properly accounted for; adequate and functioning internal control systems.

• 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.

• Contract negotiations 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 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 and conduct 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

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

a. Education - Master’s degree (or equivalent) in Business or Public Administration, Engineering or related fields is required. - A first-level university degree in combination with required qualifying experience may be accepted in lieu of the advanced university degree.

b. Working Experience - A minimum of 2 years of relevant experience at the national or international level in administrative management particularly in facilities and vehicle fleet management. - Proven experience in any three of the following functional areas: facilities and/or building management, administrative services, management of service providers, records and archives management, asset management and vehicle fleet management. - Experience with common services initiatives is desirable. - Demonstrated experience in supervising multiple personnel. - Experience in the usage of computers and office software packages (e.g. MS Office newer versions, Google Suite Applications) is required. Experience in the usage of Data Studio, Big Query is desirable.

c. Language Requirements - Full working knowledge in written and oral English and fluency in Myanmar language required. - Knowledge of a second UN working language desirable.

*** Candidates are required to submit a Cover Letter outlining their supervisory experience, detailing the number and types of positions managed, specific tasks and responsibilities overseen, and examples of coordinating team efforts to meet administrative goals, in 250 words maximum. ***

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 Contractor Agreement Contract level: Local ICA Specialist-9 / LICA-9 / ICS-9 Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

THIS IS A LOCAL POSITION. ONLY MYANMAR NATIONALS ARE ELIGIBLE TO APPLY AND WILL BE ACCEPTED IN THE SCREENING PROCESS. The successful candidate is expected to be in Myanmar to perform the duties and responsibilities of the advertised position.

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 Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• 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 (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and 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 personnel. Recruitment in UNOPS is contingent on the results of such checks.