Administration Officer

1.Ensures management of UNOPS administrative functions, premises, facilities and inventory, focusing on achievement of the following results:

• Overall management of office premises; follow-up to ensure that the office is adequately stocked with necessary supplies and all equipment is working and properly maintained;

• Scheduling and monitoring of maintenance, repairs, washing, landscaping, paint work of the office premises and environment; 

• Monitoring and ensuring the timeliness and quality of administrative tasks (e.g. cleaning, management of the canteen services) on a daily basis;

• Create and maintain effective internal controls for equipment inventory;

• Manage the organization’s office space allocation and storage space;

• Working with the Finance  and management team to set budgets, ensure to monitor spending and other expenses to adhere to set limits and avoid overspends;

• Collecting, organizing and storing administrative related information both in soft and hard copy filing systems;

• Oversee special office activities and tracking progress towards UNOPS SSOC goals;

• Oversee the generator maintenance;

• Collaborate with PSOs for project based support services required to deliver project needs; 

• Lead on HSSE reporting and compliance of the Juba office.

2.    Ensures proper transport management, focusing on achievement of the following results:

• Manage, audit and review compliance systems in the transport management to ensure that they are effective;

• Review any shortcomings such as prohibitions and/or tests;

• Keep up to date on relevant changes in standards and legislation;

• Ensure that drivers hold the appropriate entitlement for the vehicle they are driving;

• Ensure drivers comply with the drivers’ hours and working time rules;

• Ensure that drivers are properly trained and competent to operate all relevant vehicles and equipment;

• Ensure that a proper system of vehicle maintenance is in place and carried out and that all vehicles are kept in a roadworthy condition;

• Management of office vehicles and transportation service to ensure punctual transportation service is provided to the staff, UNOPS visitors and high officials on mission;

• Ensure that all required records are made properly and kept for the required period;

• Ensure that all drivers maintain and understand a good driver’s maintenance system.

3.    Ensures effective office management and supervision of the administrative team, 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, tc.) 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;

• 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 cleaning and maintenance team to ensure effective and efficient services be provided;

• Efficient and effective cooperation among different sub-teams in terms of achieving results;

• Drafting of correspondence and internal procedural directives relating to administrative matters;

• Administrative support and services provided to SSOC key events (e.g. conferences, VIP visits, UN Day, etc.) on a timely and quality basis;

• Planning, scheduling and promoting office events including meetings and conferences;

• Ensure appropriate hosting and reception of SSOC guests;

• Ensure that conference and meeting rooms are always ready for meetings;

• Act as liaison with various vendors providing maintenance and other occupancy services;

• Provide and oversee centralized administrative operations procedures of services for the agency;

• Ensure proper Asset Management including asset verification, Assets disposal and depreciation.

4.   Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

• Organization of training for administrative-related topics;

• Briefing/debriefing of staff members on issues relating to administrative area of work;

• Sound contributions to knowledge networks and communities of practice;

• Synthesis of lessons learnt and best practices in administration.