Under
the guidance and direct supervision of the PCIREP Project Manager, 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 utilization of office resources in a most
cost-effective manner.
The Administrative Associate supervises support personnel.
He/she together with the team will work in close collaboration with the
operations, finance, project managers and project teams to exchange information
and ensure consistent and quality service delivery.
Functions/Key Results
Expected
- Management
Support
- Team
Management
- Logistics,
Asset Management Services
- Knowledge
Building and Knowledge Sharing
Management Support
- Coordinates
individual work areas and coaches 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.
- Monitors
team performance against service agreements with clients, and client
satisfaction
- Implements
the control mechanism for designated administrative services, including maintenance
of administrative control records such as commitments and expenditures.
- Administers
inventory control, supervising proper issuance of inventory items and
supplies.
- Reviews
travel authorizations, documentation, payments
- May be
designated transactional role in OneUNOPS/Enterprise system
- Compiles
data and researches information for planning of financial
resources/administrative budget for administrative services.
Team Management
- Facilitate
the engagement and provision of high quality results and services of the
team supervised through effective work planning, performance management,
coaching, and promotion of learning and development.
- Provide
oversight, ensuring compliance by team members with existing policies and
best practices.
Logistics, 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, covering:
●Oversees implementation of logistics system in accordance with UNOPS
logistical procedures
● 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.
● Coordinates supply and assets management services and
physical verification of inventory items ensuring timely preparation and
submission of periodic inventory reports
● 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.
● 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.
● Supervises external contractor for transportation services, including client
service and processing of invoices.
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 of lessons learnt and dissemination
of best practices in human resources.
● Collect feedback, ideas, and internal knowledge about
processes and best practices and utilize productively.
Impact of Results
The effective and successful achievement of results by the Administration
Associate directly affects the overall efficiency of the individual team’s
provision of administrative services, impacting the office’s capacity to
efficiently and effectively service the operational needs of the
office/programme. Timely and accountable delivery of services ensures
client satisfaction and promotes the image and credibility of the team and
office as an effective service provider in project services and
management. This enhances UNOPS’ competitive position as a partner of
choice in sustainable development and project services in the country/region
served.