Administration Officer

Job Description

A versatile Administration Officer who synchronizes end-to-end logistics, fleet management, and procurement with rigorous security and customs compliance to ensure seamless project delivery.”

Background Information 

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organisations. With over 6,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need; where they need it. By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments. West Africa Multi-Country Office (WAMCO) Located in Dakar, the UNOPS office in Senegal has developed a strong working relation with the Governments of West Africa and international partners over the years. It provides technical support in strategic development areas including elections; procurement and related capacity building; environmental protection, as well as infrastructure rehabilitation and development. Tchad  Country Context UNOPS has been active in Chad since 2020 and has delivered a variety of transactional projects, particularly in the fields of Health, and Education, and has implemented and procured a variety of vehicles, non-medical health related items and  medical equipment. UNOPS also supports the modernization of Chad’s national education system through the provision of equipment to strengthen the operational and pedagogical capacities of schools.

Located in Dakar, the UNOPS office in Senegal has developed a strong working relation with the Governments of West Africa and international partners over the years. It provides technical support in strategic development areas including elections; procurement and related capacity building; environmental protection, as well as infrastructure rehabilitation and development. 

UNOPS has been active in Chad since 2020 and has delivered a variety of projects, particularly in the fields of Health, and Education, and has implemented and procured a variety of vehicles, non-medical health related items and  medical equipment. UNOPS also supports the modernization of Chad’s national education system through the provision of equipment to strengthen the operational and pedagogical capacities of schools.

The Administration Officer ensures seamless project execution by integrating end-to-end supply chain management and fleet operations with rigorous customs compliance, security protocol oversight, and financial accountability.

Under the supervision of the Project Management Specialist, the Administration Officer will be responsible for the following:Support to Project Team

• Providing operational support to the project team in activities related to operations, procurement, receipt of goods, and stock management

• Preparing requisitions and following up on the implementation of the activities

• Ensuring that the project inventory list is prepared and regularly updated

• Verifying the physical control and proper working condition of all project equipment

• Being responsible for the management and maintenance of equipment stocks allocated to office projects

Regulatory and Administrative Procedures Related to Customs Clearance

• Working closely with local authorities and relevant stakeholders on administrative procedures related to the customs clearance of imported goods and equipment

• Ensuring the implementation and compliance with established customs procedures

• Preparing and updating the internal manual of administrative and logistics procedures

• Reviewing, verifying, and assessing the accuracy and completeness of logistics documentation and tracking information

• Inform and assist on logistics and administrative requirements and procedures
  

Vehicle Fleet Management

• Be responsible for organizing the assessment and inspection of the office transport vehicles
• Manage the country vehicle fleet, including all related aspects such as fuel management, insurance, maintenance, registration, driver’s licenses, and logbooks

Office Premises and Asset Management

• Ensure that office premises are properly maintained and that necessary repairs and maintenance are carried out in a timely manner

• Promote energy-saving and sustainability initiatives at the office level

• Be responsible for the receipt of goods and equipment delivered under office procurement activities

• Manage the distribution and recovery of equipment through check-in/check-out procedures

• Work closely with the Finance Unit in the preparation and submission of the annual asset inventory report to the Regional Office or Headquarters

• Work closely with the Project Management Specialist in the procurement of services for office maintenance, office equipment, and related vehicles
  
  
  Security Support

• Develop and update security briefing notes for UNOPS staff and visitors, in accordance with UNDSS guidelines

• Analyze and identify potential security risks and propose mitigation measures

• Prepare quarterly reports on security incidents

Petty Cash Management 

• Maintain records and manage disbursements for office supplies and other materials upon receipt of requisitions approved by the authorized officer.

• Ensure proper management of the petty cash.

• Perform other duties as required by the supervisor.

About the Organization

United Nations Office for Project Services