VAC-9568 Administrative and Logistic Officer

CTG is looking for an experienced staff whose experience matches the below TOR.
This position is located within the Mission Support Division/Service Delivery Management/Engineering Section. Our client a non-family mission.

1. Purpose

Engineering and Facilities Management Section (EFMS) in our client is mandated to provide construction and maintenances of the infrastructure required and support with operation and management

of services related to facilities and welfare of civilian staff and troops and police components. EFMS has the following units; WATSAN, Projects and Asset Management Unit, Infrastructure/ Facilities

Management Unit, and Planning and Design Unit. The Administration and Logistic Officer will provide effective services to the Infrastructure/ Facilities Management Unit for the support of managing the

contracts of staff welfare activities and UN provided accommodation facilities.

1. Ultimate result of services

The Admin and Logistic Officer will provide support to Facilities Management (FM) Cell in Bamako, EFMS through effective administrative and financial management tasks on everyday basis. The candidate

shall perform the following tasks:

Under the supervision of the Regional Engineering Officer (REO), the incumbent will provide services  for “Administration and Logistic” support, but not limited to the following:

RESPONSIBILITIES

The Administration and Logistic Officer will be responsible for the following duties:

1. Administrative Tasks

A.1 Welfare contract: Administrative Tasks

1. Assist in collecting data, preparing draft document as per approved business case to finalize the Scopes of Work (SOW) for establishing welfare facilities contract;
2. Coordinate with Welfare Unit and Regional FMU, track all welfare contracts, monitor contract expiry dates and prepare contract extension memos to the Chief Procurement Officer through Chief EFMS;

1. Organize vendor Quarterly Performance Review Meetings and provide meeting minutes; assist to ensure that recommendations are implemented;
2. Coordinate with Welfare Unit and regional FM Unit to collect input and assist to finalize and upload quarterly contractor performance reports in the Contractor Performance Reporting Tool;
3. Monitor vendor badge expiry dates, prepare memos to Principal Security Advisor for issuing new badges to vendors;

1. Track records of support provided to vendor related to cost recovery, verify cost recovery receivables (MOPs, CMRs, etc.) with the Service Management Unit of the Finance & Budget Section;

1. Prepare approval memos for value-added tax (VAT) exemption certificate requests by the vendor;
2. Assist to organize weekly inspections of Catering vendors;
3. Upload catering vendor weekly menus to the Announcements/SharePoint page;
4. Liaise with the resident contract management team in the resolution within the terms and conditions of the contract of conflicts/problems in the course of contract implementation.

A.2 Welfare contract: Financial-Administration Tasks

1. Ensure that vendors provide accurate monthly sales reports and provide the same to Welfare Unit for review;
2. Review monthly vendor sales reports; Monitor vendor sales to ensure compliance with contract terms and conditions, and Headquarters Committee on Contracts (HCC) NTE (Not to Exceed) 

1. amount; Share the monthly financial report summary with Welfare Unit for information;
2. Monitor and record vendor welfare contributions for accuracy; Ensure timely deposit to bank; Provide a monthly summary to Welfare Unit for information.

A.3 Accommodation : Administrative tasks

1. Coordinate with regional Facilities Management Unit to collect updated monthly report on occupancy and cost recovery ;
2. Keep up-to-date record on the accommodation details: occupancy, room conditions etc.;
3. Monitor e-accommodation requests of arriving visitors and support reservation process;
4. Manage reception for check-in and check-out process ;
5. Supervise contractor’s performance in cleaning of accommodation, team of individual contractors to inspect housekeeping and standard accommodation facilities;

1. Collect records from regional FM, verify and prepare monthly occupancy reports for accommodation provided to non-our client and non-UN Entities, submit them to budget Unit, EFMS to record and process to Service Management Unit (SMU under Finance and Budget Section) for cost recovery.

B. Logistic tasks

B.1 Welfare contracts: Logistic Tasks

1. Raise movement of personnel (MOP) requests for authorized vendor’s personnel on a cost recovery basis;
2. Raise cargo movement requests (CMRs) and submit for approval of airfreight of vendor’s items on a cost recovery basis; share approved CMR with MOVCON for action;
3. Raise Work Orders for maintenance service of facilities as required and requested by Vendors;
4. Liaise with Mission Support Center (MSC) regarding convoy planning to obtain slots for PX and cafeteria contractor;
5. Prepare Laissez Passer request for vendor’s delivery vehicles and submit them to appropriate sections for approval;
6. Prepare Transit Orders and submit them to MOVCON for approval;
7. Witness seal breaking of sea containers upon arrival/delivery of goods at mission headquarters;
8. Ensure that all assets are issued officially and remitted to respective FMC staff (via Handover Vouchers);
9. Support mission events by obtaining proforma invoices from catering vendors for catering services;

B.2 Accommodation: Logistic tasks

1. Coordinate with regional FM and collect periodic and annual requirements of requisitioning for accommodation upgrade as observed in the regions, communicate the same to FM Cell supervisor
2. Conduct periodic meetings with regional accommodation focal point Conduct regular inspection of rooms and common areas of accommodation for cleanliness, condition of inventories ablutionsupplies, gardening, etc. ;
3. Supervise team assigned to receive occupant’s request for repair/ maintenance and coordinate with respective technical teams;  Organize regular inspection of the assets and items provided to the accommodation;

This role reports to the line manager.

Professionalism:

Knowledge of transport operations, which includes vehicle fleet management, carlog hardware, and software maintenance and installation; programming, resetting, and troubleshooting of data collection computer software and hardware including modems and antennas. Generating various reports (vehicle utilization reports, speeding reports, fuel consumption reports, mileage reports, and production of the last five minutes’ speed graft required for assisting in accident investigations. Shows pride in work and achievements; Demonstrates professional competence and mastery of subject matter; Is conscientious and efficient in meeting commitments, observing deadlines, and achieving results; Is motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Planning and Organizing:

Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; Adjusts priorities as required; Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently.

Client Orientation:

Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to the client.

This role has no team management responsibilities.

Education

Advanced university degree (Master’s degree or equivalent degree) in business or logistics, sociology, economics, or related area. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work experience

A minimum of five years of progressively responsible experience, with at least two years in intranational environment, in administrative roles including budget, requisition, cost recovery, contract monitoring, and logistic activities is required. Experience in coordinating multiple tasks, dealing with clients from multiple backgrounds and cultures are desirable.

Experience working in a United Nations common system field operation (inclusive of peacekeeping, political missions and UN agencies, funds, and programs - or similar international organization or non-governmental organization)- in a conflict or post conflict setting is desirable.

Qualified female candidates are encouraged to apply for this role.