Administration Associate

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.

Implements the control mechanism for designated administrative services, including maintenance of administrative control records such as 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 One UNOPS/Enterprise system

Provide inputs to the Project’s work, financial, recruitment and procurement plans as required;

Maintenance and control of petty cash fund and preparation of report for replenishment.

Register supplier details in the system and approval follow-ups; for UNOPS personnel and third party personnel.

Process purchase requisitions for works, services, parts and supplies as requested

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.

Support in Supervising third party service providers including security guards, cleaning, catering technicians, gardeners etc.

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

Co-ordinates 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.

Prepare a list of maintenance and repairs related budgets and ensuring cost-effectiveness.

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 contractor for transportation services, including client service and processing of invoices.

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.