Summary Of Key Functions
Coordination and Management Support
Management of RO administrative services
Management of Regional Office premises
Knowledge sharing and information management
Coordination and Management Support
Support the coordination and delivery of corporate,
cross-functional processes/initiatives.
Cooperate efficiently and effectively among different
sub-teams to achieve results.
Research, review, analyze and summarize information
for the Regional Director’s briefings, ensuring the required quality and
deadlines are met.
Prepare and maintain a register of minutes and decisions from Management Meetings with close progress monitoring to help ensure implementation of decisions.
Establish solid working relationships with senior
leadership and other key stakeholders.
Support collection and analysis of data from the
Region, HQ units, and RO Advisors for reporting on KPIs and the RO budget
enabling ongoing decision-making
Collect input and feedback related to patterns of
issues and inefficiencies to propose relevant processes and system improvements
supporting change management
Manage the calendar of the AFR Regional Director
arranging high-level meetings/visits
Attend select meetings and working groups to take
notes, contribute to implementation, and provide feedback on the information in
a concise manner.
Liaise with relevant stakeholders (field offices and
HQ) for their inputs into joint projects, presentations, and missions ensuring
inputs are provided in a timely manner.
Support drafting of internal communication on behalf
of the RD when requested including routine correspondence to internal and
external recipients.
Lead special projects managed by the Regional Office,
as needed.
Management of RO administrative services
Upholding RO operations and supervision of the
administrative team
Monitoring and analysis of administrative services
and undertaking continuous improvement in policies, systems and procedures to
ensure services are aligned with changing business needs, collaborating with
region to drive the efficiency agenda
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, travel, etc.) for previous years; estimate of new
requirements and preparation of budget plans
Preparation and monitoring of the teamwork-plans.
Supervision and guidance to the staff in the administrative team, including the
drivers’ team, handyman and administration personnel, for satisfactory
performance and client-oriented services.
Ensuring management of office vehicles and
transportation service, supervision of inventory and office assets, and
delivery of logistical support from VIP meetings to travel
Administrative advice and support to international
staff and consultants (e.g. assist international staff and consultants in
finding suitable housing)
Administrative support to key events (e.g.
conferences, VIP visits, UN Day, etc.)
Management of UNOPS premises
Overall management of office premises; including
negotiation of office lease renewal in consultation with the Regional
Office/Multi Country Office management team.
Promotion of energy-saving and implementation of
green office policy.
Coordinating and monitoring delivery/quality of
procurement, cleaning, and maintenance work of the office and environment to
ensure effective and efficient services be provided
Providing assistance to management on
security-related issues, from maintenance of the BCP and preparation of
quarterly Security Incident Reports to analysis and identification of issues
for subsequent corrective action in liaison with relevant stakeholders.
Knowledge sharing and information management
Simplify and streamline processes and implement
digital tools necessary for the proper functioning of the Regional Office,
staying abreast latest technological developments.
Maintaining filing and UNOPS Staff List (including
dependents) updated regularly.
Organization of training for the operations/projects
staff on administrative-related topics.
Briefing/debriefing of staff members on issues
relating to area of work
Sound contributions to knowledge networks and
communities of practice.
Synthesis of lessons learned and best practices in
administration.
Impact
of Results
The key results have an impact on the overall
efficiency of the office administration management and success in introduction
and implementation of operational strategies. Strategic approach to
administration management, effective and efficient administrative support, and
timely and appropriate delivery of services ensures client satisfaction and
overall effective delivery of UNOPS programmes and projects.
Education/Experience/Language
requirements:
Education
Bachelor degree (or equivalent) in Business or Public
Administration, or related fields is required.
Experience
Two (2) years of experience at the national or
international level in administrative management is required.
Experience in the usage of computers and office
software packages (MS Office 2003 and/or newer versions) is an advantage.
Language
Requirements
Fluency in written and oral English and the language
of the duty station required.
Knowledge of a second UN working language is
desirable.
How
To Apply
