Administration Officer

Overview

The Administration Officer ensures seamless project execution by integrating end-to-end supply chain management and fleet operations with rigorous customs compliance, security protocol oversight, and financial accountability.

Tasks Summary

• Support to Project Team: Provide operational support in activities related to operations, procurement, receipt of goods, and stock management. Prepare requisitions and follow up on activity implementation. Ensure project inventory list is prepared and updated. Verify physical control and proper working condition of project equipment. Manage and maintain equipment stocks.
• Regulatory and Administrative Procedures Related to Customs Clearance: Work closely with local authorities on customs clearance procedures for imported goods and equipment. Ensure compliance with customs procedures. Prepare and update the internal manual of administrative and logistics procedures. Review logistics documentation and tracking information. Inform and assist on logistics and administrative requirements.
• Vehicle Fleet Management: Organize assessment and inspection of office transport vehicles. Manage country vehicle fleet, including fuel, insurance, maintenance, registration, driver’s licenses, and logbooks.
• Office Premises and Asset Management: Ensure office premises are maintained and necessary repairs are carried out. Promote energy-saving initiatives. Manage receipt, distribution, and recovery of equipment. Work with Finance Unit on annual asset inventory report. Procure services for office maintenance, equipment, and vehicles.
• Security Support: Develop and update security briefing notes. Analyze and identify potential security risks and propose mitigation measures. Prepare quarterly reports on security incidents.
• Petty Cash Management: Maintain records and manage disbursements for office supplies. Ensure proper management of petty cash. Perform other duties as required.

Experience Requirements

• At least 1 year of experience in logistics operations management is required.
• Good knowledge of office IT tools and excellent command of MS Office (Word, Excel, Outlook) and Google Suite is required.
• Experience of working in multicultural environments or UN system organizations in a developing country is desired.
• Knowledge of UN rules and regulations, particularly UNOPS procurement procedures, is an asset.
• Knowledge of fleet management and customs procedures is an asset.
• Experience in communication is an asset.

Qualification Requirements

• Required: Bachelor’s degree (or equivalent) in Logistics, Operations, Administration, Management, or related fields with 2 years of relevant experience OR Master’s degree (or equivalent) in any of the above or related fields with 0 years of relevant experience.
• Desired: A technical diploma or a bachelor’s degree in Administration, Management, or related fields is desirable.

Other Details

Languages Required: French Fluent

Languages Preferred: English Basic

Contract Duration: ongoing- renewable subject to satisfactory performance and budget availability

Work Modality:

Remuneration: