Administration Officer, Accra, Ghana at UNOPS – United Nations Office for Project Services

Background Information – Job-specific

Multi-Country Office Context:

The UNOPS Ghana Multi Country Office (GHMCO), located in Accra, Ghana is responsible for projects in Anglophone West Africa, covering Ghana, Gambia, Liberia, Nigeria and Sierra Leone. GHMCO is responsible for managing strategic and operational risks engagements portfolio, developing and delivering cost effective services contributing to partners’ sustainable results and achievement of UNOPS management results. The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organisations. With over 6,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it. By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

The Multi Country/Country Office is responsible for managing strategic and operational risks associated with the CO/MCO portfolio of engagements, developing and delivering cost effective services contributing to partners’ sustainable results and achievements of UNOPS management results.

UNOPS Ghana Multi Country Office (GHMCO), located in Accra, spans across West Africa, covering Ghana, Gambia, Liberia, Nigeria and Sierra Leone. GHMCO is responsible for managing strategic and operational risks associated with a subset of the regional portfolio of engagements, developing and delivering cost effective services contributing to partners’ sustainable results and achievements of UNOPS management results.

The core functions of the Multi Country Office are to:

•  Liaise and develop engagements, and deliver services responding to partner needs.
•  Leverage advice and integrate delivery modalities of the three Delivery Practices and the Global Partner Service Office.
•  Maintain appropriate arrangements and capacity for direct transactional support for delivery of the sub-regional portfolio.

GHMCO has a diverse portfolio covering infrastructure, urban plan development, project management, procurement and futuristic studies. Opened in 2015, GHMCO is one of the newest Multi-Country offices in UNOPS with a vision and drive to deliver top quality results to its partners with a sharp focus on operational excellence

Job Specific

Under the overall guidance and supervision of the Head of Support Services, the incumbent performs and may supervise personnel in delivering technical and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and logistics, ensuring efficient, client oriented and effective service delivery.

Under the supervision of the Head of Support Services, the Administrative Officer will have supervisory role over ICT & Administration Services functions to support UNOPS in managing its operations. The Administrative Officer promotes a collaborative, client-oriented approach consistent with UNOPS rules and regulations.

The Administrative Officer will supervise staff of the ICT & Admin Units. He/she works in close collaboration with the Programme, Operations and project teams in the Operational Hub and UNOPS HQ staff ensuring successful performance in ICT and Administration management.

Functional Responsibilities

Under the direct supervision of the Head of Support Services, the Administration Officer will be based in Accra, Ghana and s/he will be responsible for the following duties: Summary of functions:

•  Management of UNOPS premises
•  Support to management on security-related issues
•  Management of administrative services and supervision of administrative team
•  Facilitation of knowledge building and knowledge sharing

1. Ensures management of UNOPS premises, focusing on achievement of the following results:

•  Overall management of office premises; follow-up with building owner regarding contractual arrangement/negotiation of office lease renewal in consultation with the Regional Office/Country Office/Multi Country Office management team.
•  Promotion of energy-saving and implementation of green office policy.
•  Management of maintenance/repair/washing/painting work of the office premises and environment. Supervision of the cleaning and maintenance team to ensure effective and efficient services be provided
•  Monitoring and ensuring the timeliness and quality of administrative tasks (e.g. cleaning and security guard service) on a daily basis.

2. Ensures proper assistance to management on security-related issues, focusing on achievement of the following results:

•  Analysis and identification of potential issues related to security and proposal of strategies and options to management for review.
•  Guidance and supervision to the security guards for safeguarding the staff and premises
•  Preparation of quarterly Security Incident Reports.
•  Update of security briefing note and briefing of staff and UNOPS visitors on security-related matters.
•  UNOPS Staff List (including dependents) updated on a timely basis.
•  Liaise with UNDSS for issuance of IDs for all personnel;
•  Liaise with UNOPS/Security Unit on close monitoring of security clearances

3. Ensures effective management of Multi Country Office administrative services and supervision of the administrative team, focusing on achievement of the following results:

•  Monitoring and analysis of administrative services and recommendations for changes in policies, systems and procedures to ensure services are aligned with changing business needs and objectives
•  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 for designated areas of work.
•  Assets & office facility management
•  Ensure recording of assets in the asset register in compliance with PPE.
•  Supervise Asset Management on the preparation/maintenance and update of the assets management database for projects;
•  Work in close collaboration with Finance and Procurement Units in the preparation and submission of the annual Assets Inventory Report to the Regional Office/HQ;
•  Ensure that each Project Team prepares/maintains and updates Project inventory list; as well as certifies the physical check/working conditions of all project equipment;
•  Collaboration in the administration of common premises to ensure efficiency, cost- effectiveness and timeliness of operations and services.
•  Negotiation of contracts with vendors and service providers to ensure cost-effective services and of quality and timely service.
•  Preparation and monitoring of the team work-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.
•  Facilitate the engagement and provision of high quality results and services of the team supervised through effective performance management, coaching, and promotion of learning and development.
•  Provide oversight, ensuring compliance by team members with existing policies and best practices
•  Management of office vehicles and transportation service to ensure punctual transportation service is provided to the staff, UNOPS visitors and high officials on mission.
•  Supervision of the recording (inventory), disposal and transfer of office assets for the office; evaluation, on a regular basis, of the inventory status and transactions in the database, reporting anomalies and discrepancies for timely action.
•  Efficient and effective cooperation among different sub-teams in terms of achieving results.
•  Administrative advice and support to international staff and consultants (e.g. assist international staff and consultants in finding suitable housing according to their needs within a short time frame).
•  Drafting of correspondence and internal procedural directives relating to administrative matters
•  Administrative support to key events (e.g. conferences, VIP visits, UN Day, etc.) on a timely and quality basis.

4. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

•  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 learnt 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 ensure client satisfaction and overall effective delivery of UNOPS programmes and projects.

Education/Experience/Language requirements

A. Education

•  A First-Level University Degree (Bachelor’s Degree) in Business or Public Administration, or related fields is required.
•  Advanced University degree (Master’s degree) in Business or Public Administration, or related fields is an asset.
•  Technical/Professional Diploma in Business or Public Administration, or related fields with the combination of four (4) years relevant experience may be considered in lieu of a First-Level University Degree.
•  High School/Secondary School with a combination of six (6) years experience may be considered in lieu of a First-Level University Degree. .

B. Work Experience

•  Two (2) years of relevant experience at the national or international level in administration management is required.
•  Experience in the use of Google Suite applications as well as experience in handling web-based management systems is desirable.

C. Language Requirement

•  Fluency in written and oral English is required.
•  Knowledge of a second UN working language is desirable.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

•  Contract type: Local Individual Contract Agreement (L-ICA)
•  Contract level: LICA 8/ICS8
•  Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance’.

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspxAdditional Considerations

•  Please note that the closing date is midnight Copenhagen time
•  Applications received after the closing date will not be considered.
•  Only those candidates that are short-listed for interviews will be notified.
•  Qualified female candidates are strongly encouraged to apply.
•  UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
•  Work life harmonization – UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
•  Accra is a family duty station
•  For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
•  For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
•  The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Background Information – UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

NGO JOBS IN AFRICA

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background information – AFR

Africa Region

Based in Copenhagen, Denmark, the Africa Region supports UNOPS country offices in the region, providing financial oversight of projects, procuring goods and services and managing human resources.AFR helps ensure that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between projects across the entire region.