Administration Associate

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Description

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Under the overall guidance and supervision of the Project Manager, reporting to the Head of Support Services, the incumbent performs and may supervise personnel in delivering, technical and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and logistics, ensuring efficient, client-oriented and effective service delivery. The Administration Associate promotes a client, quality, and results-oriented approach, ensuring the utilization of office resources in the most cost-effective manner.
Functional Responsibilities:

• Management administrative Support
• 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).
• Effective supervision of the operations of a specialized unit engaged in different administrative tasks including screening, indexing, classifying, storing and disseminating information and/or reports and material ensuring conformity with relevant procedures and integrity;
• Coordinates individual work areas and trains personnel in execution of standard office transactions, processes and client services for work areas, ensuring full compliance with UNOPS rules, regulations, policies and strategies and knowledge of the work areas.
• Assists the conduct of Operations Team Meetings in UNOPS Angola Office, and prepares minutes and status reports for review and finalization.
• Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters

Organization of workshops, conferences, retreats:

• Serves as the primary contact with various visitors and guests, arranges appointments and meetings, and acts as interpreter and minute-taker, as required.
• Use of a monitoring system to track status of submitted and pending requests, ensuring that tasks relating to units work and mandate are completed in a timely manner.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
• Administers inventory control, supervising proper issuance of inventory items and supplies.
• May be designated transactional role in OneUNOPS/Enterprise system
• Coordination of travel arrangements. Performing a Buyer role in Oneunops for preparation of POs for travel and other administrative expenses.  Information on air services, rates and travel schedules for specific itineraries.  
• Processing of travel claims.
• Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services.
• Coordination of transportation services, regular vehicle maintenance and insurance. Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
• Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.

Administrative and financial control in the office:

• Implements the control mechanism for designated administrative services, including maintenance of administrative control records such as commitments and expenditures.
• Provision of the information for the audit.
• Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in Oneunops; 
• Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
• Proper control of supporting documents of funds and activities.
• Administrative coordination of common premises/services cost-recovery arrangements for daily operations.
• Compiles data and researches information for planning of financial resources/administrative budget for administrative services

Logistics, Asset Management Services and Support to proper office maintenance:

• Ensures effective and efficient provision of logistics and asset management support services, meeting client needs and in compliance with UNOPS rules, regulations, policies and strategies.
• Work with team member counterparts on logistics needs to delivery schedules and provide technical support for handling logistics and cost implications for safe delivery both internationally and nationally;
• Co-ordinates and supervises processes and services in shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, building/facilities/space management, office supplies.
• In collaboration with the procurement team, develop related storage and distribution strategies;
• Develop monitoring tools related with storage and distribution and update on regular bases standard operating procedures to ensure best practices on storage and delivery;
• Coordinates supply and assets management services and physical verification of inventory items ensuring timely preparation and submission of periodic inventory reports
• Prepare receipt and inspection reports for all incoming equipment and supplies
• Supervises external contractor for transportation services, including client service and processing of invoices.
• Oversees protocol matters, ensuring efficient delivery of client services, including registration of staff and host government authorizations.
• Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space and other administrative matters.
• Support to maintenance of common premises and common services
• Coordination of the provision of reliable and quality office supplies
• Maintain the UNOPS archive room, making sure that relevant hard copies of files and documents are stored in an effective manner
• Compiles information on administrative services provided for cost-recovery bills.
• May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.
• Ensures prompt reporting and investigation of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.

Knowledge building and knowledge sharing:

• Organize, facilitate and/or deliver training and learning initiatives for personnel on Administration-related topics.
• Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learned and disseminating best practices in human resources.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize them productively.
• Guidance and training of supervised staff engaged in the different administrative services including statistics, finance, programme, human resources activities and/or other related areas requiring extraction, input and review for accuracy of data from various sources and action to correct, as necessary.
• Assists UNOPS’ participation and contributions to the UN Operations Management Team and its working groups.

Monitoring and Progress Controls:

• Records of inventory/supplies;
• Standard at which supplies are maintained and safeguarded; 
• Efficiency & effectiveness in arranging transportation of supplies; 
• Monitor/control the movement of equipment into and within the country including all customs matters;
• Reconcile all assets recorded in the Assets Register against the items purchased by the project;

 Education/Experience/Language requirements:
 Education:

• Completion of secondary school is required. 
• First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.

Experience:

• Minimum of 6 years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations is required.
• Minimum of 2 years of relevant experience for the candidates who have an University Degree.
• Basic knowledge of international Logistics and Supply systems would be a significant asset.
• Proficiency in computers and office software packages (Google Suite products, especially google forms, sheets, docs and slides) and experience in handling web-based management systems is desired.
• Some experience in UN system organizations is desirable.
• Experience in use of Enterprise systems is desirable

Language:

• Fluency in both Portuguese and English language 
• Knowledge of both written and oral French is desirable.

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=27177#2

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