Administration Senior Officer

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Description

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Under the guidance and direct supervision of the Head of Support Services, the Administration Senior Officer is responsible for the quality of administrative support services provided within the Country Office. He/she analyzes and interprets the administrative rules and regulations and provides solutions to complex issues related to administration. The Administration Senior Officer promotes a collaborative, client-focused, quality and results-oriented approach.

The Administration Senior Officer may supervise and lead the team of administration personnel within theCountry Office. The Administration Senior Officer works in close collaboration with the support services, programme and project teams locally and with UNOPS HQ colleagues, UN agencies and Government officials, to successfully deliver administrative services.

Functional Responsibilities

Summary of Key Functions  

• Management of UNOPS premises 
• Vehicle Fleet Management
• Management of administrative services and supervision of administrative team 
• Facilitation of knowledge building and knowledge

Ensures management of UNOPS premises, focusing on achievement of the following results:

• Management of office premises; negotiations with building owner regarding contractual arrangement and office lease renewal in consultation with the UNOPS Regional Office/Country Office/Multi Country Office management team.
• Promotion and implementation of energy-saving and green office policy.
• Management of maintenance/repair/washing/painting work of the office premises and environment.  Supervision of the cleaning and maintenance team to ensure effective and efficient services be provided
• Evaluation and monitoring of the timeliness and quality of administrative tasks (e.g. cleaning and security guard service) on a regular basis

Ensures management of UNOPS vehicles and supervision of Drivers, focusing on achievement of the following results:

• Ensuring proper and timely transportation planning meeting the operational needs of programmes and projects.
• Ensuring on-time transportation services to personnel, visitors and officials on mission.  
• Ensuring sufficient management and supervision of Drivers.
• Maintaining the roadworthiness of all vehicles through proper maintenance and repair.
• Ensuring effective and efficient use of fuel

Ensures effective management of the Country Office administrative services and supervision of the administrative team, focusing on achievement of the following results:

• In-depth analysis and monitoring of administrative services; recommendations for  changes in policies, systems and procedures to ensure services are aligned with changing business needs and objectives 
• UNOPS’ administrative resources fully and properly accounted for; adequate and functioning internal control systems.
• Assessment of expenditure in administration (office premises, assets, travel, etc.) for previous years; estimate of new requirements and preparation of budget plans for designated areas of work.
• Collaboration in the administration of common premises to ensure efficiency, cost- effectiveness and timeliness of operations and services.
• Contract negotiations with vendors and service providers to ensure cost-effective services and of quality and timely service. 
• Preparation and monitoring of the team work-plans.  Supervision and guidance to the staff in the administrative team, including the drivers’ team, handyman and administration personnel, for satisfactory performance and client-oriented services. 
• Management of office vehicles and transportation service to ensure punctual transportation service is provided to the staff, UNOPS visitors and high officials on mission.   
• Supervision of the recording (inventory), disposal and transfer of office assets for the office; evaluation, on a regular basis, of the inventory status and transactions in the database, reporting anomalies and discrepancies for timely action.
• Efficient and effective cooperation among different sub-teams in terms of achieving results.
• 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).
• Drafting of correspondence and internal procedural directives relating to administrative matters
• Administrative support to key events (e.g. conferences, VIP visits, UN Day, etc.) on a timely and quality basis

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

• Organization and conduct 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
• The key results have an impact on the overall efficiency 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

• Master’s degree (or equivalent) in Business or Public Administration, Engineering or related fields is required.  
• A first-level university degree in combination with required qualifying experience may be accepted in lieu of the advanced university degree.

Working Experience

• A minimum of 2 years of relevant experience at the national or international level in administrative management particularly in facilities and vehicle fleet management.
• Proven experience in any three of the following functional areas: facilities and/or building management, administrative services, management of service providers, records and archives management, asset management and vehicle fleet management.
• Experience with common services initiatives is desirable.
• Demonstrated experience in supervising multiple personnel.
• Experience in the usage of computers and office software packages (e.g. MS Office newer versions, Google Suite Applications) is required. Experience in the usage of Data Studio, Big Query is desirable.

Language Requirements

• Full working knowledge in written and oral English and fluency in Myanmar  language required. 
• Knowledge of a second UN working language desirable.

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=28303

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