Administration Officer (Roster)

Summary of Key Functions  

• Management of UNOPS premises 
• Support to management on security-related issues 
• Management of administrative services and supervision of administrative team 
• Facilitation of knowledge building and knowledge sharing

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

• Overall management of office premises; follow-up with building owner regarding contractual arrangement/negotiation of office lease renewal in consultation with the Regional Office/Country Office/Multi Country Office management team.
• Promotion of energy-saving and implementation of green office policy.
• Scheduling and monitoring 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
• Monitoring and ensuring the timeliness and quality of administrative tasks (e.g. cleaning and security guard service) on daily basis.

2.    Ensures proper assistance to management on security-related issues, focusing on achievement of the following results:

• Analysis and identification of potential issues related to security and proposal of strategies and options to management for review.
• Guidance and supervision to the security guards for safeguarding the staff and premises  
• Preparation of quarterly Security Incident Reports.
• Update of security briefing note and briefing of staff and UNOPS visitors on security-related matters.
• UNOPS Staff List (including dependents) updated on a timely basis.

3.    Ensures effective management of Port Sudan Office administrative services and supervision of the administrative team, focusing on achievement of the following results:

• Monitoring and analysis of administrative services and recommendations for  changes in policies, systems and procedures to ensure services are aligned with changing business needs and objectives 
• Ensuring UNOPS administrative resources are fully and properly accounted for and that internal control systems are adequate and functioning.
• 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.
• Negotiation of contracts 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.

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

• Organization 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.