Support Services Officer

Under the direct supervision of the Head of Projects Unit, the Support Services Officer ensures the execution of transparent and efficient support services, including Administration, Travel, HR, procurement, Logistics and Fleet management. 
Coordination with UNSMIL Sections for support services:

• Liaise and coordinate with UNSMIL sections for the support services needed for the UNMAS programme in Libya, including facilities management, assets, administration, logistics and administration - including commitments related to Annex II of Secretariat-UNOPS MoU

• Liaise and coordinate with UNSMIL sections for the visa process of UNMAS Libya Programme personnel 

• Liaise and coordinate with UNSMIL sections for the movements required for the UNMAS Libya Programme personnel 

• Liaise and coordinate with UNSMIL sections for the administration and formal correspondences required to facilitate the UNMAS Libya Programme

Logistics and Asset Management:

• Ensure all assets are recorded on the WASP asset management system and are managed, disposed and maintained as per the guidance from Chief Mine Action Programme and HPU

• Support the management of programme assets, including maintenance of WASP Inventory, including regular stocktaking in accordance with assets management  SOP, regular serviceability inspections, recommendations for disposal, and creating Right of Use Agreements.

• Oversee the management of logistic support to UNMAS Libya, including acquisition and maintenance of office equipment and supplies and facility management.

• Assist in vehicle management, including weekly vehicle checks, ensuring Monthly Running Logs and weekly inspections are completed correctly and submitted on time, coordinating servicing and repair of vehicles, and monitoring driver performance.

• Oversee the movement of equipment into and within the country, including all customs matters, and coordinate with UNSMIL Aviation section when needed to obtain MOFA exemption.

• Coordinate with extra-budgetary (XB) Project Staff for management of assets on XB projects so that all assets are managed holistically.

• Complete bi-annual physical verifications of all assets and compile and submit assets reports to UNMAS HQ and UNOPS PSC.

Travel:

• Assist in the organisation of meetings, conferences, visits, etc, as needed 

• Assist in all domestic and international bookings, including checking Travel Authorisations and Travel Expense Claims, travel registration, processing travel entitlements, assistance with visa requirements, flight and hotel bookings, and movement of personal freight. 

• Coordinate with extra-budgetary (XB) Project Staff for travels related to XB projects

Procurement:

• Ensure full compliance of procurement activities with UNOPS Procurement Manual, Financial Rules and Regulations (FRR), relevant Organizational Directives, and Administrative Instructions.

• Plan, coordinate and when appropriate, implement procurement processes, including tendering processes and evaluation and supplier selection, to ensure viable procurement solutions that meet operational needs and compliance with UNOPS procurement procedures, regulations and standard of accountability, ethics, integrity and performance.

• Ensure effective monitoring and control of procurement processes, including receipt of requisitions, preparation and issuance of RFQ, ITB and RFP, receipt of quotations, bids and proposals, their evaluation, and negotiation of certain conditions of contracts in full compliance with UNOPS Procurement Manual and FRR.

• Prepare procurement award recommendations for submissions to procurement authority and/or the Contract and Property Committee (CPC) for review, prepare, monitor and conclude purchase orders for goods, contracts for services and works and prepare awards of contracts in accordance with UNOPS Procurement Manual 

• Management of procurement contracts, analysis of contract performance against agreed benchmarks and pre-established reporting mechanisms.

• Compile and regularly review procurement plan

• Ensure proper filing of all procurement documentation.

• Coordinate with extra-budgetary (XB) Project Staff for XB related procurements

• Prepare procurement reports on a quarterly basis, or as required.

• Processing of Purchase Orders (POs); creation of PO, performance of reconciliation activities on purchase orders such as closing and canceling POs. Inquiries on PO details and activities.

• Process payments to vendors against purchase orders.

• Set-up a contract management tool.

• Advice, remedial actions, or solutions to Project Managers on procurement issues related to the procurement process and project cycle.

Finance:

• Assist in planning, expenditure tracking, and audit of financial resources, in accordance with UNOPS rules and regulations for the Regular Budget and Financial Agreements (FA).

• Coordinate and manage the organisation and oversight of the cash management processes, including timely accounting and reconciliation of all transactions and security of cash assets on site.

• Assist in the implementation of a finance management system in accordance with UNOPS Financial Rules and Regulations.

• Coordinate with extra-budgetary (XB) Project Staff for XB-related financial management

• Compile financial reports and exception reports, including investigating anomalies to resolve problems, and reporting or recommending any action required to relevant stakeholders.

• Ensure compliance with the UNOPS/Financial Rules & Regulations and Finance procedures

Human Resources and Administration:

• Assist in the provision of a wide range of Administration services related to leave, absence monitoring, monthly payroll, and non-payroll processing, Identity Card processing, Letters of Introduction, induction, and separation processing, among others.

• Support with protocol and liaison matters, obtaining Note Verbal, and coordination with local authorities on support matters.

• Perform any other relevant task assigned by the supervisor or senior management;

• Assist in ensuring that the Office complies with corporate human resources policies, procedures and that all corporate HR initiatives are correctly implemented 

• Support in fostering a positive work environment, respectful of both men and women and ensure that the highest standards of conduct are observed.

• Master’s degree or equivalent with two (2) years of relevant experience.

• A Bachelor’s Degree or equivalent  with four (4) years of relevant experience.

• Relevant experience is defined as experience in at least two of the following areas: procurement, finance, logistics, asset management, administration. 

• Working experience with the United Nations or international organisations is desired.

• Experience in use of Enterprise resource planning (ERP) software system or similar is desired.

• Knowledge of UN/UNOPS rules and regulations is desired.

• Proficiency in the use of MS Office particularly Word and Excel is required.

• Fluency in both Arabic and English languages is required (speaking, writing and reading). 

• Knowledge of another official UNOPS language is an asset.