Administration Senior Associate

tendersglobal.net

Job Description

The EAPMCO Papua New Guinea was established in early 2020 to support the implementation of design and construction of infrastructure, sustainable procurement, capacity development to support technical and governance excellence, programme management, and to facilitate access to funding sources in Papua New Guinea.

As an established office since 2022, EAPMCO PNG is demonstrating significant growth and portfolio diversification potential in a short period of time. Working with an increasing number of development partners, in 2023 EAPMCO PNG is quickly being recognised as a responsive and quality partner in climate change resilient infrastructure, sustainable procurement and governance support to the Government of PNG in its service delivery obligations to the people. There are a number of projects currently in the pipeline which will expand the portfolio of existing projects for the office.

Functional Responsibilities:

Management
Premises, Logistics and Asset Management Services
Team Management
Information and Knowledge Management

Under the general guidance and supervision of the Support Services Manager, the incumbent’s responsibilities include the following:

Management:

Manages the work area, ensuring the efficient and effective delivery of client services and processes in full compliance with UNOPS rules, regulations, policies, and strategies.
Ensures availability of personnel and resources for work commitments, facilitating optimal workflows.
Partners with clients and supervised personnel to develop client service agreements.
Monitors team performance and client satisfaction, instituting work, processes, and team modifications for optimal results.
Implements the control mechanisms for administrative services, including maintenance of administrative control records such as commitments and expenditures.
Executes designated transactional/certification roles in OneUNOPS/Enterprise Resource Planning (ERP) system.
Drafts and/or oversees the compilation of data and research for the planning of financial resources/administrative budget for administrative/logistical services.
Manages commitments and expenditures.
Ensures that all protocol related documentation (passports, UNLPs, UN Certificates, visas and permits, diplomatic IDs, etc) for all international personnel assigned to work in the country are valid at all times and updated records are maintained.
Guides and manages protocol matters, ensuring efficient delivery of client services, such as advisory services to staff, and obtaining host government authorizations.
Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space, and other administrative matters.

Premises, Logistics and Asset Management Services:

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.
Manages, coordinates, and supervises processes and services in shipments and customs clearance, travel management, events management, inventory management, administrative surveys, transportation management, and building/facilities/space management.
Authoritatively interprets organizational procedures and precedents to provide guidance for complex or unusual cases and situations.
Takes leadership of asset management activities such as periodic physical verification of assets, disposal of assets, etc.
Compiles periodic reports for various internal users (Finance, Senior Management, etc). These reports will be on various aspects of administration such as vehicle management, Travel management, asset management, and procurement.
Certifies administrative goods and services delivered.
Supervises directly or indirectly transportation services, including personnel/outsourced service providers, client service, conformity with procedures for office vehicle use, accidents, fleet maintenance, vehicle insurance, and monitoring of consumption.
Actively participates in UN coordination meetings and activities.

Team Management as applicable:

Facilitates the engagement and provision of high-quality results and services of the team supervised through effective work planning, effective Task Management, performance management, coaching, and promotion of learning and development.
Provides oversight, ensuring compliance by team members with existing policies and best practices.

Information and Knowledge Management:

Oversees the proper functioning of the area’s documentation/information system, including screening, indexing, classifying, storing, and disseminating information and/or reports and material ensuring conformity with relevant procedures governing the integrity of records and files.
Actively participates in the drafting and/or revision of Standard Operating Procedures and general information for administrative services.
Provides sound contributions to knowledge networks and communities of practice.
Synthesizes and disseminates best practices to internal collaborators and networks.
Participates, organizes, and delivers training for the operations/ projects staff in administration/logistics.

Education/Experience/Language requirements:

Education:

Completion of Secondary education is required.
Technical/Professional License or Diploma, First university degree or higher degrees, preferably in Business Administration, Public Administration, or relevant fields would be an asset and may substitute some of the required years of experience.
In the absence of a degree, administrative certification is an asset.

Experience:

Minimum seven (7) years of relevant experience in general administrative, logistics, or operations support services in national or international public or corporate organizations in combination with a high school diploma or equivalent is required.
Some experience in UN system organizations is desirable.
Proficiency in computers and Google Suites and experience in handling web-based management systems are required.
Experience in the use of Enterprise systems including OneUNOPS is desirable.

Language:

Full working knowledge of English is required.
Knowledge of another official UNOPS language is an asset

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=27269#3

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Administration Senior Associate

Job Description

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