Organization: UNOPS – United Nations Office for Project Services
Location: Herat
Grade: Junior level – LICA-8, Local Individual Contractors Agreement
Occupational Groups:
Operations and Administrations
Closing Date: 2024-07-10
Job categories Administration
Vacancy code VA/2024/B5101/28439
Department/office AR, AFCO, Afghanistan
Duty station Herat, Afghanistan
Contract type Local ICA Specialist
Contract level LICA Specialist-8
Duration Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance
Application period 27-Jun-2024 to 10-Jul-2024
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.
Functional Responsibilities
- Management Support
- Logistics, Inventory and Procurement Management Services
- Team Management
- Stakeholder Management
- Knowledge Building and Knowledge Sharing
1. Management Support
- Monitor the integrity of financial and administrative operations for the Cost Recovery Project based in Herat Multi Agency Compound ( HMAC).
- Consult regularly with the Cost Recovery Project Team in Kabul to monitor and guide financial and budgetary aspects of the Cost Recovery Project in Heart.
- Support the preparation and execution of individual work plans for personnel, providing support to ensure compliance with standard office transactions and processes.
- Ensure all administrative activities adhere to UNOPS rules, regulations, policies, and strategies.
- Mapping of administrative business processes and contributing to the development and elaboration of internal Standard Operating Procedures for all the works related to the operation of HMAC compound.
- Manage the local fleet in compliance with AFCO rules and procedure on transport management
- Liaise with other support service units on project-related administrative and operational matters, including budgeting, requisitioning, vendor payments, contract management, procurement, and inventory management.
- Perform transactional roles in the OneUNOPS/Enterprise system for administrative operations.
- Compile and research data to support the planning of financial resources and administrative budgets.
- Monitor critical financial and operational indicators for the project and alert the supervisor to any deviations.
2. Logistics, Inventory and Procurement Management Services
- Ensure effective and efficient logistics and inventory management services for the AFCO HMAC cost recovery project, adhering to UNOPS rules, regulations, policies, and strategies.
- Implement control measures for inventory management, ensure the timely preparation and submission of periodic inventory reports, and investigate and report on any discrepancies.
- Prepare and raise requisitions for supplies, goods, services and actively participate in the tender evaluation process for procuring these
- Ensure proper issuance of inventory items and supplies, and report the damaged items for proper disposal.
- Assist in supervising third-party contractor employees responsible for common services, ensuring client service quality and timely processing of invoices
- Assist in ensuring that utilities and its systems are well-maintained, and oversee that repairs and routine maintenance are carried out by the contractor.
- Coordinate the provision of reliable and quality supplies to meet annual consumption needs for the compound. Team Management
3. Team Management
- Facilitate the creation and implementation of detailed work plans, setting clear objectives, timelines, and responsibilities for each team member to ensure high-quality results and service delivery for HMAC.
- Assign tasks to team members based on their skills, expertise, and workload to optimise productivity and ensure that project goals are met efficiently.
- Regularly assess and monitor the performance of team members against established benchmarks and objectives, providing constructive feedback to ensure continuous improvement and accountability.
- Encourage and facilitate opportunities for team members to engage in training, workshops, and professional development activities to enhance their skills and knowledge.
- Oversee the contract management process for services and suppliers, ensuring that all contracts are executed effectively, terms are met, and deliverables are provided on time.
- Monitor and evaluate the performance of suppliers and service providers, ensuring compliance with contract terms and maintaining high standards of service and product quality.
- Enforce health and safety regulations and guidelines within the team, promoting a safe and healthy working environment.
4. Stakeholder Management
- Identify all relevant local stakeholders, including internal and external parties, who are affected by or have an interest in the utilisation of the HMAC compound and the potential clients.
- Engagement with stakeholders through regular updates, feedback sessions, and consultations to keep them informed and involved throughout the operations of the Cost Recovery Project lifecycle.
- Support the PM in establishing and maintaining trust with local stakeholders through transparent communication, honesty, and by delivering on commitments.
- Provide regular updates to local tenants / stakeholders in coordination with Facility Manager. Prepare and share Minutes when attending meetings with them
- Encourage collaborative relationships with stakeholders by meeting their requirements.
Impact of Results
The effective and successful achievement of results by the Administration Officer directly affects the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.
Education/Experience/Language requirements
First University Degree in Business Administration, Public Administration, Technical or equivalent disciplines is required.
Experience
- Minimum of 2 years of relevant experience in general administrative, logistics, or operations support services in national or international public or corporate organisations.
- Experience in facility management
- Some experience in UN system organisations is desirable.
- Proficiency in computers and office software packages and experience in handling web-based management systems is required.
Language Requiremnt
- Full working knowledge of English,
- Knowledge of a second UN or regional working language is an asset.