The Secretariat is looking for a dynamic and experienced Administrative and Operations Officer who will join the Facilitation Team and provide support to day to day implementation and operational support to various activities in the office. He/she will report directly to the Senior Operations Officer and work in close collaboration with the operations, programme and project teams both at the SUN Movement Secretariat and at UNOPS. He/she will also provide daily support to the Senior Operations Officer in the delivering of her work plan and the one of the team. He/she will contribute to the efficient and smooth functioning of the Secretariat through improved internal communication, coordination and management of the workflow.
The Administrative and Operations Officer is expected to be proactive, innovative, entrepreneurial, agile and results-oriented, demonstrating a high standard of professionalism, confidentiality and integrity. He/She should be able to anticipate the needs of the team and the ones of the Senior Operations Officer and tailor his/her support accordingly. We are looking for a solution finder and quick doer – escalating to the attention of the Senior Operations Officer only those issues requiring specific guidance and/or decision.
He/She will perform the following tasks – but not limited to these:
Office Management
Assist the Senior Operations Officer on the following tasks:
● Planning of work commitments and engagements including human resources, travel, procurement, and maintaining a schedule of action points. Anticipate needs, flag priority issues and recommend follow up actions;
● Provide substantive, and practical support to the Senior Operations Officer including in daily administrative matters;
● Attend various internal meetings organised by teams/colleagues. Communicate with managers, team leads, personnel and partners to ensure initiatives are on track and co-ordinates realignment if necessary;
● In collaboration with the Senior Operations Officer, contribute to aligning business processes and make suggestions for rationalization of workflows where needed – for instance by updating the employee handbook.
● Facilitate the flow of communication between teams, colleagues, and external partners;
● Work closely with the facilitation team and assistants to provide operations assistance and carry out any other duties, as required to meet evolving needs;
● Support the Senior Operations Officer with any other requests from SUN partners and other stakeholders;
● Provide backup assistance to other administrative staff, as necessary, and deputise for the Senior Operations Officer at Strategic Management Team meetings.
Human Resources Management
Assist the Senior Operations Officer on all matters related to human resources management.
● Review incoming requests and all relevant documentation relating to recruitment for national and international staff, appointments coming to an end and that need to be extended, separation actions. Draft routine correspondence related to human resources issues;
● Initiate hiring actions including drafting terms of reference, requesting vacancy announcements, tracking the number of applicants, reviewing applicants and presenting a shortlisting report, follow up with HR Officer on the offer of intent and contract issue;
● Manage onboarding and separation of staff, consultants, or work plan development, performance appraisal, training and development, leave management for personnel;
● Participation in the organization and conduct of training for the operations/ projects personnel;
● Maintenance and update of the human resources roster;
● Assist in drafting of terms of reference for subcontractors and consultants; proposals of suitable firms or institutions and individual consultants; evaluation of proposals received; recommendations for contract awards; negotiations with the successful bidder.
Support to Events
Support the Secretariat in organizing the various global and regional workshops, events and retreats planned. In 2019 the focus will be on organizing the SUN Movement Global Gathering taking place in Asia (1,000 pax expected).
● Support in the identification of the host, the venue and associated suppliers for each event and build and manage the relationship during and after the event;
● Ensure that logistical arrangements and facilities are timely in place and aligned with the needs of the meeting;
● Responsible for ensuring that all tender processes and recruitments of external consultants and vendors are conducted following UNOPS rules and regulations. This includes, in collaboration with UNOPS team, the preparation of terms of reference, request for quotes, evaluation, the award of the contract, management of the contract and payment of invoices;
● In collaboration with UNOPS team, monitor compliance of procurement activities and evaluation of the performance of service providers against UNOPS rules, regulations, policies and strategies;
● Responsible for keeping track of the total expenditures and commitments for each event;
● Assist in any immediate follow-up actions after the events;
● Support the preparatory logistical arrangements of regular meetings, including teleconferences and face-to-face meetings;
● If required arrange hospitality and documents for meetings as well as support the development of agendas and other background material including management of the participants' list and the funding of participants.
Donors Relations
● Support in the development of partnerships with UNOPS and other relevant UN agencies, funding agencies, SUN Movement countries and donor networks based on strategic goals for UNOPS and the SUN Movement Secretariat.
● Support in the drafting of contract documents and letters of agreement with institutions, donors and UN agencies; support the administration of contracts and agreements and processing amendments, if required;
● Develop a tool for tracking all donor grants and reporting requirements and obligations. Timely advice on actions to be taken with respect to specific grants.
● Support the preparation of annual donor reports.