Job Description
Drive smooth office operations by supporting administration, logistics, and client-focused services.
Under the direct supervision of the Administration Officer within the Support Services Unit, the incumbent provides comprehensive administrative and logistics support to multiple projects. This role involves high-level internal coordination with cross-functional teams, including Procurement, ICT, Finance, HR, and Partnerships, to collect information, provide inputs, and follow up on various requests. Under the guidance of the Administration Officer, the incumbent also collaborates with regional and HQ administration, logistics, and asset management teams to gather necessary data and request specialized support, while also engaging with other UN agencies to maintain updates within the administrative service area. The incumbent would be drafting formal correspondence and conducting follow-up visits and calls with vendors and government departments. To ensure operational efficiency, the incumbent utilizes multiple digital tools to prepare and maintain meticulous records and logs.
The Administration Associate performs - and may supervise personnel in delivering - technical and administrative support services across both specialized and generalized processes in administration and logistics to ensure efficient, client-focused and effective service delivery. The incumbent fosters a quality- and results-oriented approach, ensuring the optimal and cost-effective use of office resources.
Administrative Services Coordination
- Coordinate individual work areas and guide personnel on executing standard office transactions, processes and client services, ensuring full compliance with UNOPS rules, regulations, policies and strategies.
- Monitor team performance against service agreements and assess client satisfaction.
- Implement control mechanisms for designated administrative services, including maintaining accurate administrative control records such as commitments and expenditures.
- Oversee inventory control, ensuring proper issuance and tracking of inventory items and supplies.
- Review travel authorizations, supporting documentation and payment requests.
- Serve as a designated transactional role in the ERP system
- Compile data and research information to support the planning of financial resources and administrative budgets for service delivery.
Logistics and Asset Management
- Oversee the implementation of logistics systems in line with UNOPS procedures.
- Coordinate and supervise services related to shipments and customs clearance, travel, event management, administrative surveys, transportation, insurance, building/facility/space management, and office supplies.
- Coordinate supply and asset management services, including physical verification of inventory items.
- Ensure timely preparation and submission of periodic inventory reports.
- Oversee protocol services, including staff registration and securing host government authorizations.
- Liaise with local authorities regarding authorizations, privileges and immunities for UNOPS personnel, as well as office space and other administrative matters.
- Compile information on administrative services provided for cost-recovery billing.
- Supervise transportation services, ensuring client service, regular vehicle maintenance, insurance coverage, and fuel consumption monitoring.
- Ensure prompt reporting and investigation of vehicle accidents, damage, loss or theft, and maintain updated vehicle history records.
- Oversee external transportation contractors, including client service delivery and invoice processing.
Knowledge Building & Sharing
- Support the organization, facilitation and delivery of training and learning sessions on administrative, logistics, travel, transportation, and asset and inventory management topics.
- Participate in knowledge-sharing initiatives and Communities of Practice (CoPs), contributing insights and lessons learned.
- Conduct research on administration-related topics and contribute to the drafting of reports, summaries and briefing notes.
