Administration Senior Officer

 Functional Responsibilities

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 Ukraine Multi-Country Office (UAMCO). 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 the UAMCO. 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.

Summary of Key Functions  

• Oversee management of UNOPS premises
• Management of administrative services and supervision of administrative team
• Ensures effective management of UAMCO Fleet
• Team Management
• Facilitation of knowledge building and knowledge sharing

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 UAMCO 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 in Kyiv office
• Evaluation and monitoring of the timeliness and quality of administrative tasks (e.g. e.g. cleaning services and supplies, drinking water supply, other third-party service providers) on a regular basis.
• Coordination with Programme Leads located in UAMCO Field offices in Ukraine, Moldova and Poland – for the management and maintenance of UNOPS’ Office leases and premises in these locations
• Maintenance of UAMCO Office Leases register, ensuring timely renewals and further monthly payment of rent to respective Landlords
• Coordination with other UN Agencies where UNOPS is co-sharing office space or otherwise, Agencies co-sharing with UNOPS, as regards sub-leases and shared services.

Ensures proper assistance to management on Office premises health, safety and environmental (HSSE) -related issues,t of the following results:

• Analysis and identification of potential issues related to office health and safety standards and procedures and proposal of improvement and enhancement options for the review of management.
• Support  in the monthly assessment and  of quarterly Health, Safety, Security and Environment (HSSE) risk assessment and Incident Reports, ensuring key findings are promptly reported to HoSS
• Update of security briefing note and Welcome briefing of UNOPS visitors and personnel on travel logistics and context-specific matters.
• Ensures effective management of the UAMCO 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.
• 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.

Ensures effective oversight and management of UAMCO Fleet and personnel transportation support:

• Provide guidance to Fleet personnel regarding effective use of and maintenance of UAMCO Fleet Management, ensuring efficient coordination of personnel transportation services, including administration and oversight of use of WFP shuttle services in Ukraine.
• Provide regular oversight over the mobilization of vehicles and drivers in support of UNOPS personnel official transportation needs
• Oversee UAMCO’s facilitation of personnel travel within Ukraine and cross-border movements, ensuring swift and safe transportation solutions.

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

• Knowledge building and sharing with regards to management and operations in the Office, synthesis of lessons learnt/best practices, and sound contributions to UNOPS knowledge management initiatives.
• Development of tools and platforms for operations and data management, ensuring information and knowledge sharing with colleagues, clients and partners
• 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.

Impact of Results:

• 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, or related fields with 2 years of relevant experience, OR.
• A first-level university degree in Business or Public Administration, or related fields with 4 years may be accepted in lieu of the advanced university degree.

Experience: 

• Relevant experience is defined as an experience in Administrative Management, Logistics, Fleet Management or Travel Management
• A minimum of 2 years of relevant experience at the national or international level is required
• Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions).

Language:

• Fluency in English (read, write and speak) is required
• Fluency in Ukrainian (read, write and speak) is required

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=28604