Administration Officer

Summary of functions:

1. Management of UNOP premises

2. Management of support services and supervision of administrative team

3. Facilitation of knowledge building and knowledge sharing

1. Ensures management of UNOPS premises, focusing on the 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 Regional Office/Country Office/Multi 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 the cleaning and maintenance team to ensure effective and efficient services are provided

•  Monitoring and ensuring the timeliness and quality of administrative tasks (e.g. cleaning and security guard service) daily.

2. Ensures effective management of support services and supervision of the administrative team, focusing on the 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 quality and timely service. 

• Preparation and monitoring of the teamwork plans. Supervised and guided 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. 

• Supervised the recording (inventory), disposal, and transfer of office assets for the office; evaluated, regularly, 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 elections key events on a timely and quality basis. 

3. Provides support to knowledge building and knowledge sharing, focusing on the 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 learned and best practices in administration. 

Education: 

• A bachelor's degree preferably in Business Administration, Human Resource Management, Supply Chain Management, Public Administration, or other related field is required

• A Master's Degree or equivalent in Business Administration, Human Resource Management, Supply Chain Management, Public Administration, or other related field is an asset. 

Experience: 

• A minimum of 2 years of relevant experience in managing projects and/or support services including one or more of the following: human resources, procurement, contract management, general services, finance, asset management or information technology management is required.

• Experience with UNOPS in support functions is highly desired

Language: 

• Fluency in written and oral English and Arabic is required.