Under the direct supervision of the Support Operations
Officer, the Support Services Senior Officer is responsible for assisting in
the provision of effective, efficient and consistent Support Services, namely
HR, Administration, Finance, Logistical, Asset Management, Procurement and ICT,
to projects and all activities under the UNMAS Mali Programme for the North
sites. The functional responsibilities include:
Logistics,
Asset Management and Procurement
Support the Support Operations Officer (SOO) to ensure
provision of logistics support and inventory management; supervise the
logistics team, focusing on achievement of the following results:
●
Maintain
a comprehensive supply & logistics system and database in accordance with
UNOPS procedures.
●
Assist
in the provision of training on logistic matters to staff and monitor the
implementation of the Standard Operating Procedures (SOPs).
●
Monitor
and support the overall evidence, tracking, maintenance, reporting of assets
and expendables, ensure regular physical verification and certification are
performed and oversee their movement into and within the North camps.
●
Support the SOO to liaise with contractors to
implement internal control and reporting systems for UNOPS owned equipment.
●
Regularly
manage records reconciliation and ensure that a repair/disposal/transfer plan
and repair/disposal/transfer activities are conducted for
damaged/unserviceable/surplus assets and expendables following UNOPS
regulations.
●
Ensure
office and accommodation premises management and maintenance.
●
Monitor
the vehicle pool for providing transportation services as required by the
office as well as to meet logistical needs.
●
Support the monitoring of the vehicle management and
maintenance system in accordance with UNOPS vehicle management policy and
procedures.
●
Provide
procurement advice and support to the field staff for efficient delivery of
services to the clients, while maintaining high level of compliance with the
UNOPS procedures.
●
Support the SOO to estimate the procurement needs for
the North offices.
Administration and Human
Resources
Monitor
day-to-day personnel administration to support the North Office. This includes
support with leaves, travel, document reproduction and filing, allowances and
payments. Specific activities will include:
●
Coordinate all travel documents processing and
payments.
●
Monitor
the processing of personnel payments for Danger pay, Rest &Recuperation
& other entitlements.
●
Monitor
the monthly attendance of personnel, update the leave/mission plans and submit
quarterly travel plans.
●
Monitor
the information management of travel files and travel registry.
●
Support the SOO with the induction of new personnel
and checkout of departing personnel.
●
Perform
other related duties as required.
Finance
Responsible for
providing support to the SOO to monitor the finance operations of the North
offices. Specific duties likely to include:
●
Oversees
the Operational Advances and Petty Cash including making requests, educating
the custodians, reviewing reconciliations, coordinating replenishments and
closing accounts.
●
Assist
in the preparation of budgets and budget amendments.
●
Support the SOO in maintaining effective financial
management, monitoring and control systems in accordance with UNOPS/UN
Financial Rules and Regulations.
●
Oversee
preparation of payment requests in accordance with relevant SOPs and Financial
rules and Regulations.
Knowledge building and knowledge
sharing
Provides support to knowledge building and
knowledge sharing, focusing on achievement of the following results:
●
Organize and conduct of
training for the operations/ projects staff on support services 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