1.Ensures management of UNOPS premises, focusing on
achievement of the following...
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 UNOPS 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 the country office administrative services and asset
management, 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
Administrative Assistants, for satisfactory performance and client-oriented
services.
- 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.
4. Ensures effective
provision of fleet management services, focusing on achievement of the
following results:
- Provide guidelines, instructions, and support to
Drivers in accordance with the established procedures.
- Management of office vehicles and transportation
service to ensure punctual transportation service is provided to the staff,
UNOPS visitors and high officials on mission.
- Coordinate vehicle concerns, car condition and
issues and oversee the repair and maintenance operation for all UNOPS vehicles
- Identify/coordinate training needs for driver
employees.
- Track fleet usage, through the up to date
monitoring of vehicle log books and maintain accurate inventory of equipment.
- Ensure the maintenance records for fleet are
accurate and up-to-date.
- Addresses and updates triggers, system events
and car history.
- Evaluates car condition, and escalates issues,
as needed
5. 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.
Impact of Results
The key results have an impact on the overall efficiency of
the country office in 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.