Purpose and Scope of Assignment
The RSHQ admin and logistics is a
subset of AFOC Support Services and under the guidance and direct supervision
of the Procurement Specialist, the Administration Officer is responsible for
management of the Programme administration and effective delivery of
administrative and logistic support services. He/she analyses and interprets
the administrative rules and regulations and provides solutions to complex
issues related to administration. The Administration Officer promotes a
collaborative, client-focused, quality and results-oriented approach.
The incumbent works in close
collaboration with the RSHQ programme team and project teams and also with AFOC
Support Services.
Summary
of Key Functions
●
Efficient
administrative and logistics support to the RSHQ programme and projects.
●
Support to
supply and assets management for the RSHQ programme.
●
Facilitation
of knowledge building and knowledge sharing.
Efficient
administrative and logistics support, focusing on
achievement of the following results:
●
Full
compliance of administrative activities with UNOPS rules, regulations, policies
and strategies.
●
Support
UNOPS administrative business processes mapping and elaboration of the internal
standard operating procedures (SOPs).
●
Administrative
support to RSHQ programme and project staff on flight bookings, airport
transfers, accommodation bookings, and processing security clearances.
●
Administrative
support and services provided to key events on a timely and quality basis.
●
Administrative
support for official travel of RSHQ programme and project personnel in
ticketing and obtaining visas for Afghanistan.
●
Coordination
of DSA, travel agencies, and other administrative services.
●
Coordination
of regular vehicle maintenance and insurance. Checking and certifying of
vehicle daily log and gas consumption, update and maintenance of vehicle
history reports.
●
Prompt
reporting and investigation of cases of vehicle accidents, damage, loss or
theft of items; update and maintenance of vehicle history reports.
●
Maintain
the RSHQ programme communications network including VHF, HF and satellite means.
●
Responsible
for asset and inventory management of all expendable and non-expendable items
under the RSHQ programme and projects in order to maintain accurate records for
accountability as well as handover of equipment when appropriate.
●
Coordination
of the provision of reliable and quality office supplies.
Provides support to supply and assets management, focusing on achievement of
the following result:
●
Preparation
of all necessary documentation for receipt, inspection and distribution of
goods in accordance with UNOPS rules and regulations.
●
Prepares
applications for tax exemption for the arrival of international shipments.
●
Ensure
inventory tags applied to Partners’ assets and have been entered in the
relevant inventory database.
●
Assists in
inspecting distribution arrangements prior to the dispatch.
●
Liaises
with the AFOC logistics unit or RSHQ projects on receipt of goods, equipment
and services in view of obtaining proper delivery report, receipt and
inspection report, or relevant certificates and that proper inventory is taken.
●
Ensures
that recipients of the consignments/distributions are informed well in advance
of the arrival of shipments.
●
Support
timely preparation and submission of periodic inventory reports; coordination
of physical verification of inventory items.
Ensures knowledge building and knowledge sharing, focusing on achievement
of the following results:
●
Synthesis
of lessons learned and best practices in Administration and Logistics for the
RSHQ programme.
●
Sound
contributions to knowledge networks and communities of practice.
Impact
of Results
The key results have an impact on the
overall efficiency of the RSHQ programme in administration and logistics
management and success in introduction and implementation of operational
strategies. Strategic approach to
administration and logistics management, effective and efficient administrative
and logistics support, and timely and appropriate delivery of services ensure
client satisfaction and overall effective delivery of the RSHQ programme and
projects.