Overview
The incumbent is accountable for the delivery of efficient and cost-effective administrative support services, providing guidance for operations of administrative support services and management of administrative staff. Ensures the office’s administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations.
Key Responsibilities
- Accountable for the correct and consistent application of policies and procedures in assigned administrative functions.
- Contributes to strategic planning and monitoring of administrative matters.
- Supports supervisor and head of office, and updates staff on administrative policies, procedures, rules and regulations.
- Makes specific recommendations on the improvement of systems and internal controls.
- Prepares reports on administrative matters as required.
- Provides administrative support and services to sub-country (zone) offices and out-postings.
- Undertakes missions to field locations to review administrative arrangements.
- Monitors the budget in close coordination with supervisor.
- Recommends and prepares estimates on office premises, supplies and equipment requirements.
- Prepares, monitors and controls the administrative budget.
- Undertakes delivery and improvement in administrative support and office services including space management, transport services, vehicle use and maintenance, equipment, conference and travel arrangements, document reproduction, communications, mail and delivery services, local procurement and bill payments of utilities.
- Ensures the timely and cost-effective provision of basic office services.
- Supports the Inter-Agency Operations Management Team's approaches for enhancing UN common services.
- Support the inter-functional coordination within Operations.
- Serve as the focal point of the office in monitoring activities related to the office's carbon footprint.
- Helps negotiate and administer matters relating to office premises, utilities and services with vendors and agencies.
- Supports property management of administrative supplies, office equipment and vehicles.
- Assists supervisor in Property Survey Board submissions, preparing minutes of meetings.
- Monitors and supervises adequate and appropriate use of supplies.
- Ensures that services and maintenance of premises are in accordance with organizational standards.
- Ensures that all administrative transactions and arrangements of contracts are in compliance with applicable policies, procedures, rules and regulations.
- Participates in the reviews of the contractual arrangements related to administrative support.
- Monitors payments against contractual obligations.
- Collaborates on the development of training activities to ensure effective performance in administrative services management.
- Implements effective staff learning and development programme activities for capacity building.
- Helps organize workshops for staff’s competency building, and staff learning and development.
- Collaborates with other agencies, local authorities and implementing partners on administrative matters.
- Performs any other duties and responsibilities assigned as required.
Required Experience
- At least 2 years of relevant work experience in Administration, Operations Management, Office Management, Budget Management, Procurement, Logistics, Facilities Management, Contract Management, Property Management, Travel Management, Finance, Accounting, ICT, Human Resources. and any other related fields.
- Relevant experience at country level, particularly in development, fragile settings and humanitarian contexts.
Qualifications
Bachelor or equivalent (First Level University Degree) in Business Administration, Finance, Social Science, Management/Administration, Business administration, Management, Public administration, Finance, Accounting, Social Sciences, Supply Chain Management, Logistics and any other related fields.
