Administration Senior Associate at UNOPS

Summary of functions:

Under the overall supervision of the Head of Support Services and in accordance with UNOPS procedures and practices the incumbent will be responsible for the following:

Management Support

• Coordinates individual work areas and coaches personnel in execution of standard office transactions, processes and client services for work areas, ensuring full compliance with UNOPS rules, regulations, policies and strategies and knowledge of the work areas.
• Monitors team performance against service agreements with clients, and client satisfaction
• Implements the control mechanism for designated administrative services, including maintenance of administrative control records such as travel, commitments and expenditures.
• Administers inventory control, supervising proper issuance of inventory items and supplies.
• Reviews travel authorizations, documentation, payments
• May be designated transactional role in OneUNOPS/Enterprise system
• Compiles data and researches information for planning of financial resources/administrative budget for administrative services.
• Provides general administrative services for the work area, managing the information flow, following up on the timeliness of responses for initiatives, correspondence, and queries, with internal and external stakeholders, including Security Focal Points of UN agencies and The UN Department of Safety and Security (UNDSS).
• Organizes meetings and briefings, arranges appointments, receives visitors, places and screens telecommunications, answering queries with discretion, and takes minutes and/or notes at meetings as directed by supervisors.
• Prepares reports, tables, databases, charts, etc., applying technical skills and knowledge in formatting.
• Facilitates emergency communications by operating specialized data-communication equipment.
• Maintains routine and confidential correspondence files / documents, ensuring the security of data and other sensitive information.

Team Management

• Facilitate the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
• Provide oversight, ensuring compliance by team members with existing policies and best practices.

Logistics, Administration and Security Management Services

• Ensures effective and efficient provision of logistics and asset management support services, meeting client needs and in compliance with UNOPS rules, regulations, policies and strategies, covering:
• Oversees implementation of logistics system in accordance with UNOPS logistical procedures
• Coordinates and supervises processes and services in shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, building/facilities/space management, office supplies.
• Coordinates supply and assets management services and physical verification of inventory items ensuring timely preparation and submission of periodic inventory reports
• Oversees protocol matters, ensuring efficient delivery of client services, including registration of staff and host government authorizations.
• Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space and other administrative matters.
• Compiles information on administrative services provided for cost-recovery bills.
• May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.
• Ensures prompt reporting and investigation of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
• Supervises external contractors for transportation services, including client service and processing of invoices.
• Work under the guidance and supervision of the functional supervisor, within the Support Services team and in close coordination with the Project Managers and the office management team to provide a comprehensive range of specialized and administrative support services for the management of security and safety operations.
• Promote a client-oriented approach consistent with UNOPS rules and regulations and UN Security Management System policies. S/he will be responsible for resolving security related issues and information exchange in a timely fashion.

Knowledge building and Knowledge Sharing

• Organize, facilitate and/or deliver training and learning initiatives for personnel on Administration related topics.
• Provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in human resources.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Impact of Results:

The effective and successful achievement of results by the Administration Senior Associate directly affects the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

Education/Experience/Language requirements:

Education

• A minimum of Secondary School Certification/High School Diploma is required.
• First Level University Degree (Bachelor's Degree) in Business Administration, Public Administration, Procurement, Logistics, International Relations, Political Science or related areas with 3 years relevant experience may be considered in lieu of the 7 years relevant experience outlined below.
• A Master's Degree preferably in other relevant Administration background is a distinct advantage.

Work Experience

• Minimum of seven (7) years of relevant experience in general administration, logistics, or operations’ support services in national or international public or corporate organizations is required.
• Some experience in UN system organizations is desirable.
• Proficiency in computers and office software packages (eg. Google Office Suite or Google Workspace) and experience in handling web-based management systems is a distinct advantage.
• Previous experience working in Northeast Nigeria will be considered an advantage.
• Language Requirement
• Fluency in written, reading and spoken English is required.
• Working knowledge of another UN language is an advantage.