Overview
The Administrative Officer plays a central role in ensuring the effective management of mission support operations, supply chain, and facilities services. The role contributes to the implementation of the mission mandate by providing professional, logistical and administrative support.
Key Responsibilities
- Represent the mission at Departmental Panels and appointment bodies on Administrative and Logistics related matters and participate in interview panels for recruitment of administrative personnel.
- Support the CMS in the recruitment of national and international staff within Mission Support.
- Participate in the development and management of orientation / induction programs for newly recruited staff members.
- Ensure documentation, SOPs, policy, guidelines and procedures are in place and accessible.
- Plan and forecast financial and logistical requirements of Mission components.
- Review, analyse and prepare cost estimates and budget proposals for the supply and facilities unit.
- Serve as Certifying Officer, Bank Signatory, and Travel Shipment Approver.
- Coordinate provision of information to respond to audit observations/findings.
- Provide updates and policy guidance on operations and maintenance of office buildings.
- Coordinate procurement, receipt, storage, and distribution of goods and services.
- Maintain accurate inventory and asset records; and conduct periodic stock verification.
- Support procurement process through preparation of specifications and requisitions.
- Oversee day-to-day operation, maintenance, and upkeep of office buildings, residences, warehouses, and common facilities.
- Plan and supervise preventive and corrective maintenance of electrical, mechanical, plumbing, HVAC, and structural systems.
- Coordinate cleaning, landscaping, pest control, waste management, and other facilities services.
- Monitor supply and facilities-related contracts and certify services for payment.
- Ensure compliance with safety, security, and environmental standards.
- Prepare routine and ad-hoc reports on supply, assets, and facilities status.
- Develop, prepare, and monitor Mission Support work plans and its implementation, strategies and assigned programme areas.
- Monitor the exercise of delegated authority of the Head of Entity across human resources, Finance, Property Management, Protocol and Travel functions.
- Coordinate the preparation, implementation, and reporting on the annual Mission Support work program.
- Negotiate administrative agreements covering cost sharing, service provision, memorandum of understanding, service level agreements with UN and non-UN partners.
- Support the Office of the Chief of Mission Support in liaising with all Mission components on administrative issues/activities.
- Liaise with local authorities, UN / Agencies / Funds and Programmes or other parties on behalf of Chief Mission Support and other management pillars.
- Represent the mission at regular UN System meetings for Operations Management Team (OMT) and Business Operations Strategy (BOS) 2.0.
- Support the CMS with facilitating audits and tracking the implementation of audit recommendations.
- Represent Chief Mission Support and the mission in various standing Boards and Committees.
- Produce major/complex reports for management.
- Draft guidelines, reports, and correspondence on a wide range of issues for CMS.
- Draft various administrative memos and responses to correspondence required from CMS.
- Assure the maintenance of records for the Office of the Chief of Mission Support.
- Provide guidance and leadership to junior staff under his/her supervision.
- Undertake tasks and special projects as requested.
- Perform any other duties as may be required.
Required Experience
A minimum of seven years of progressively responsible experience in administration, budget, finance, accounting, human resources management, or related field is required. Experience working within the UN system is desirable. Knowledge of IPSAS and UMOJA is desirable.
Qualifications
Advanced university degree (Master’s degree or equivalent) in business or public administration, management, finance, economics, accounting, law or related area. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.
