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Administration Officer (Protocol and Operations)

Amman

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Amman
  • Grade: Junior level - LICA-8, Local Individual Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: 2023-05-28
Job categories Administration
Vacancy code VA/2023/B5104/26036
Department/office MR, AMMMCO, Amman
Duty station Amman, Jordan
Contract type Local ICA Specialist
Contract level LICA Specialist-8
Duration Open-ended, subject to organizational requirements, availability of funds and satisfactory performance
Application period 14-May-2023 to 28-May-2023
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Functional Responsibilities

Summary of Key Functions  

  • Implementation of operational strategies
  • Logistics and fleet management services
  • Provision of effective and efficient administrative support services
  • Facilitation of knowledge building and knowledge sharing
1. Ensures implementation of operational strategies, focusing on achieving the following results:
  • Full compliance of administrative activities with UNOPS rules, regulations, policies, and strategies.
  • Provision of inputs to the HQ/Regional Offices’ operations business processes mapping and implementing the internal standard operating procedures (SOPs).
  • Elaboration of proposals and implementation of cost-saving and reduction strategies in consultation with office management

2.  Logistics, Fleet management services

  • Ensures effective and efficient provision of logistics and asset management support services, meeting client needs and complying with UNOPS rules, regulations, policies, and strategies. 
  • Oversees implementation of logistics system in accordance with UNOPS logistical procedures.
  • Guides and manages protocol matters, ensuring efficient delivery of client services, including registration and advisory services to staff/personnel and host government authorizations.
  • Provide guidance, instructions, and support to Drivers in accordance with the established procedures
  • Oversee the repair and maintenance operation for all UNOPS vehicles
  • Coordinate vehicle concerns and issues with Security Advisor
  • Review/process purchase requisitions for parts and supplies when required;
  • Supervises external contractors/service providers for transportation services, fuel, vehicle maintenance including client service and processing of invoices.
  • Certifies administrative services. Supervises directly or indirectly transportation services, including personnel/outsourced service providers, client service, conformity with procedures for accidents, fleet maintenance, insurance, and monitoring of service consumption.

 3. Ensures effective and efficient provision of administrative services focusing on achievement of the following results:

  • Monitoring and analysis of administrative services and recommendations for changes in policies, systems, and procedures to ensure services are aligned with changing business needs and objectives 
  • Coordination and supervision of shipments and customs clearance, travel, events management, supply, transportation services and insurance, space management, procurement of office supplies;
  • Manages liaison and coordination with local authorities on protocol matters, staff registration and coordination with local on authorizations/privileges and immunities for UNOPS personnel, office space, and other administrative matters.
  • Authoritatively interprets organizational procedures and precedents to guide complex or unusual cases and situations, e.g. UN common approach on taxes, etc. in coordination with the OMT working group,
  • Customs clearance to all UNOPS imported goods and equipment;
  • Facilitate obtaining official visas for UNOPS personnel/staff related official missions;
  • Provide support to Officials who attend events with UNOPS in obtaining official visas for related official missions;
  • Coordinate and liaise with procurement in any issues related to customs and customs clearance;
  • Act as the focal point, in coordination with HR/Admin section, for all issues related to UNLP issuance and extensions to make sure that the residencies are extended in parallel as well;
  • Administrative support to key events (e.g. conferences, VIP visits, UN Day, etc.) on a timely and quality basis.
  • Drafting of correspondence and internal procedural directives relating to protocol;
  • Administrative advice and support to international staff and consultants (e.g. assist international staff and consultants in finding suitable housing according to their needs within a short time frame).

4. Provides support to knowledge building and knowledge sharing, focusing on the achievement of the following results:

  • Organization of training for the operations/ projects staff on administrative-related topics.
  • Briefing/debriefing of staff members on issues relating to area of work
  • Sound contributions to knowledge networks and communities of practice.
  • Synthesis of lessons learnt and best practices in administration.
 Impact of Results
The key results have an impact on the overall efficiency of the of the office administration management and success in introduction and implementation of operational strategies. Strategic approach to administration management, effective and efficient administrative support, and timely and appropriate delivery of services ensure client satisfaction and overall effective delivery of UNOPS programmes and projects

Education/Experience/Language requirements

Education: 

  • Bachelor's Degree in Business or Public Administration or related fields is required.
  • Advanced Degree (Master's) in the abovementioned field is considered an asset. 
Experience:
  • Two (2) years of relevant experience at the national or international level in administrative management is required.
  •  Experience in the usage of computers and office software packages (GSuites) is highly desired.

Language requirements:
  • Fluency in English and Arabic is required. 
  • Knowledge of thirdUN working language desirable.
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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