Administration Officer

Job categories Administration

Vacancy code VA/2024/B5101/28439

Department/office AR, AFCO, Afghanistan

Duty station Herat, Afghanistan

Contract type Local ICA Specialist

Contract level LICA Specialist-8

Duration Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

Application period 27-Jun-2024 to 10-Jul-2024

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

This vacancy is closed.

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Background Information - Afghanistan

Afghanistan

With more than 20 years of experience in the country, UNOPS Afghanistan focuses on providing maximum support to the people of Afghanistan through the delivery of projects and services that improve the lives of people in need. The UNOPS Afghanistan Country Office (AFCO) serves as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as the implementation agency. At present, UNOPS AFCO activities cover a range of sectors including humanitarian, basic human needs, cash for work, infrastructure, development, procurement and HR services.

The functional objective of UNOPS AFCO is to contribute to improving the lives of girls, boys, men and women living in Afghanistan. The aim of UNOPS AFCO is to provide efficient and cost-effective implementation services on behalf of all our partners to support the humanitarian response and development of the country. UNOPS AFCO’s mission is to exceed the expectations of all stakeholders in the delivery of AFCO services, at all times, in all places, in all circumstances, in order to improve the lives of Afghans in need.

Background Information - Job-specific

Under the overall guidance and supervision of the Head of Support Services, repo...

Functional Responsibilities

Management Support Logistics, Inventory and Procurement Management...

Management Support
Logistics, Inventory and Procurement Management Services
Team Management
Stakeholder Management
Knowledge Building and Knowledge Sharing

1. Management Support

Monitor the integrity of financial and administrative operations for the Cost Recovery Project based in Herat Multi Agency Compound ( HMAC).
Consult regularly with the Cost Recovery Project Team in Kabul to monitor and guide financial and budgetary aspects of the Cost Recovery Project in Heart.
Support the preparation and execution of individual work plans for personnel, providing support to ensure compliance with standard office transactions and processes.
Ensure all administrative activities adhere to UNOPS rules, regulations, policies, and strategies.
Mapping of administrative business processes and contributing to the development and elaboration of internal Standard Operating Procedures for all the works related to the operation of HMAC compound.
Manage the local fleet in compliance with AFCO rules and procedure on transport management
Liaise with other support service units on project-related administrative and operational matters, including budgeting, requisitioning, vendor payments, contract management, procurement, and inventory management.
Perform transactional roles in the OneUNOPS/Enterprise system for administrative operations.
Compile and research data to support the planning of financial resources and administrative budgets.
Monitor critical financial and operational indicators for the project and alert the supervisor to any deviations.

2. Logistics, Inventory and Procurement Management Services

Ensure effective and efficient logistics and inventory management services for the AFCO HMAC cost recovery project, adhering to UNOPS rules, regulations, policies, and strategies.
Implement control measures for inventory management, ensure the timely preparation and submission of periodic inventory reports, and investigate and report on any discrepancies.
Prepare and raise requisitions for supplies, goods, services and actively participate in the tender evaluation process for procuring these
Ensure proper issuance of inventory items and supplies, and report the damaged items for proper disposal.
Assist in supervising third-party contractor employees responsible for common services, ensuring client service quality and timely processing of invoices
Assist in ensuring that utilities and its systems are well-maintained, and oversee that repairs and routine maintenance are carried out by the contractor.
Coordinate the provision of reliable and quality supplies to meet annual consumption needs for the compound. Team Management

3. Team Management

Facilitate the creation and implementation of detailed work plans, setting clear objectives, timelines, and responsibilities for each team member to ensure high-quality results and service delivery for HMAC.
Assign tasks to team members based on their skills, expertise, and workload to optimise productivity and ensure that project goals are met efficiently.
Regularly assess and monitor the performance of team members against established benchmarks and objectives, providing constructive feedback to ensure continuous improvement and accountability.
Encourage and facilitate opportunities for team members to engage in training, workshops, and professional development activities to enhance their skills and knowledge.
Oversee the contract management process for services and suppliers, ensuring that all contracts are executed effectively, terms are met, and deliverables are provided on time.
Monitor and evaluate the performance of suppliers and service providers, ensuring compliance with contract terms and maintaining high standards of service and product quality.
Enforce health and safety regulations and guidelines within the team, promoting a safe and healthy working environment.

4. Stakeholder Management

Identify all relevant local stakeholders, including internal and external parties, who are affected by or have an interest in the utilisation of the HMAC compound and the potential clients.
Engagement with stakeholders through regular updates, feedback sessions, and consultations to keep them informed and involved throughout the operations of the Cost Recovery Project lifecycle.
Support the PM in establishing and maintaining trust with local stakeholders through transparent communication, honesty, and by delivering on commitments.
Provide regular updates to local tenants / stakeholders in coordination with Facility Manager. Prepare and share Minutes when attending meetings with them
Encourage collaborative relationships with stakeholders by meeting their requirements.

Impact of Results

The effective and successful achievement of results by the Administration Officer 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.

Education/Experience/Language requirements

Education First University Degree in Business Administration, Public Administra...

Competencies

Treats all individuals with respect; responds sensitively to differences and enc...

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: ICA Contract level: Local ICA-8 Contract duration:&nbs...

Additional Information

Please note that UNOPS does not accept unsolicited resumes. Applic...

Please note that UNOPS does not accept unsolicited resumes.
Applications received after the closing date will not be considered.
Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.

This vacancy is closed.

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TOGETHER, WE BUILD THE FUTURE

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.

Our mission is to help people build better lives and countries achieve peace and sustainable development.

We are proud of our people. The UNOPS family brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf on our partners. Spread across 80 countries, our workforce is rich in diversity and culture – with inclusion at its core.

We understand the importance of balancing professional and personal demands and offer several flexible working options.

Explore what we offer here.