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Administration Officer

Kabul (Afghanistan)

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Kabul (Afghanistan)
  • Grade: LICA-8, Local Individual Contractors Agreement - Junior level
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: 2020-06-09

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Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.


Background Information - Afghanistan

Afghanistan
UNOPS strategy for Afghanistan is aimed at providing maximum support to the Government and people of Afghanistan though the delivery of projects and services in line with the government’s own priorities. The UNOPS Afghanistan has been established as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as the implementation agency. At present, UNOPS AFGHANISTAN is implementing a number of projects in a range of sectors including infrastructure (roads and schools) development, capacity building to various ministries, and environmental protection, among others, on behalf of the Government of Afghanistan and the donor community.


The functional objective of UNOPS Afghanistan is to deliver projects in an efficient and effective manner, to achieve the development outcomes sought by the Government of Afghanistan and the donor community, where capacity building is always considered and encouraged. The aim of UNOPS Afghanistan is to provide implementation services to the Government of Afghanistan, the donor community and partner agencies in the reconstruction and development of the country. In doing so, UNOPS aims to exceed client expectations in the delivery of quality services throughout the country.


In order to ensure sound projects and financial management of bilaterally funded projects in AFOC, and support the development of further projects in the portfolio, UNOPS is seeking qualified candidates for the position of Programme Manager, RSHQ.


Established in 2015, Resolute Support (RS) is a NATO-led, non-combat mission with a mandate to train, advise and assist the Afghan National Defence and Security Forces (ANDSF), who assumed nationwide responsibility for Afghanistan’s security following the conclusion of the previous NATO-led International Security Assistance Force (ISAF) mission.  


The purpose of RSHQ is to help the Afghan security forces and institutions develop the capacity to protect its citizens in a sustainable manner and to manage/improve security enhancements with Kabul city.  The purpose of the UNOPS/RSHQ engagement is to support NATO for both the ANA Trust Fund and Kabul Security Force funding streams; for procurement of goods and services, contract management, maintenance of equipment(s), physical security enhancements, construction projects and construction work packages, as well as coordination and facilitation of RSHQ operations, programs and activities (non-kinetic only).


The UNOPS/RSHQ engagement is a complex and challenging programme which is set to expand significantly during 2020 and beyond.


Functional Responsibilities

Purpose and Scope of Assignment

The RSHQ admin and logistics is a subset of AFOC Support Services and under the guidance and direct supervision of the Procurement Specialist, the Administration Officer is responsible for management of the Programme administration and effective delivery of administrative and logistic support services. He/she analyses and interprets the administrative rules and regulations and provides solutions to complex issues related to administration. The Administration Officer promotes a collaborative, client-focused, quality and results-oriented approach.

The incumbent works in close collaboration with the RSHQ programme team and project teams and also with AFOC Support Services.

Summary of Key Functions

●      Efficient administrative and logistics support to the RSHQ programme and projects.

●      Support to supply and assets management for the RSHQ programme.

●      Facilitation of knowledge building and knowledge sharing.

Efficient administrative and logistics support, focusing on achievement of the following results:

●      Full compliance of administrative activities with UNOPS rules, regulations, policies and strategies.

●      Support UNOPS administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).

●      Administrative support to RSHQ programme and project staff on flight bookings, airport transfers, accommodation bookings, and processing security clearances.

●      Administrative support and services provided to key events on a timely and quality basis.

●      Administrative support for official travel of RSHQ programme and project personnel in ticketing and obtaining visas for Afghanistan.

●      Coordination of DSA, travel agencies, and other administrative services.

●      Coordination of regular vehicle maintenance and insurance. Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history reports.

●      Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history reports.

●      Maintain the RSHQ programme communications network including VHF, HF and satellite means.

●      Responsible for asset and inventory management of all expendable and non-expendable items under the RSHQ programme and projects in order to maintain accurate records for accountability as well as handover of equipment when appropriate.

●      Coordination of the provision of reliable and quality office supplies.

Provides support to supply and assets management, focusing on achievement of the following result:

●      Preparation of all necessary documentation for receipt, inspection and distribution of goods in accordance with UNOPS rules and regulations.

●      Prepares applications for tax exemption for the arrival of international shipments.

●      Ensure inventory tags applied to Partners’ assets and have been entered in the relevant inventory database.

●      Assists in inspecting distribution arrangements prior to the dispatch.

●      Liaises with the AFOC logistics unit or RSHQ projects on receipt of goods, equipment and services in view of obtaining proper delivery report, receipt and inspection report, or relevant certificates and that proper inventory is taken.

●      Ensures that recipients of the consignments/distributions are informed well in advance of the arrival of shipments.

●      Support timely preparation and submission of periodic inventory reports; coordination of physical verification of inventory items.

Ensures knowledge building and knowledge sharing, focusing on achievement of the following results:

●      Synthesis of lessons learned and best practices in Administration and Logistics for the RSHQ programme.

●      Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the overall efficiency of the RSHQ programme in administration and logistics management and success in introduction and implementation of operational strategies.  Strategic approach to administration and logistics management, effective and efficient administrative and logistics support, and timely and appropriate delivery of services ensure client satisfaction and overall effective delivery of the RSHQ programme and projects.


Education/Experience/Language requirements

Education

●      Bachelor’s Degree in the field of Business Administration/Public Administration, Logistics or any other relevant discipline.

Experience

●      Minimum 2 years of relevant experience in Administrative management service, Fleet Management, Asset Management, Travel Management and Security coordination.

●      Administrative and logistics management experience with the UN system a strong asset.

●      Specialized training in administration and logistics is an asset.

Language Requirements:

Fluency (oral and written) in English is essential.


Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: Local ICA
Contract level: LICA-8
Contract duration: Ongoing ICA - Open-ended, subject to organizational requirements, availability of funds and satisfactory performance 


For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

Additional Considerations

  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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