Administration Officer, Phnom Penh, Cambodia

Organization: United Nations Office for Project Services (UNOPS)

Country: Cambodia

City: Phnom Penh, Cambodia

Office: UNOPS Cambodia

Closing date: Saturday, 20 February 2021

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. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. 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 organizations.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.

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. 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.

Background Information - Cambodia Multi-Country Office

UNOPS established its Cambodia Multi-Country Office (KHMCO) in early 2013. Since then, KHMCO has carried out a diverse set of projects/programs, such as a multi-donor funded project to support the Extraordinary Chambers in the Courts of Cambodia (also known as the Khmer Rouge Tribunal). Also, KHMCO has been providing advisory services in the infrastructure sector to other development partners, such as the Government of the Russian Federation and KOICA, and procurement support and advisory services to different line ministries of the Royal Government of Cambodia.

UNOPS KHMCO is also overseeing business activities and/or providing Support and Services to UNOPS operations in other countries, within the Greater Mekong Sub-Region such as Lao PDR and the Socialist Republic of Vietnam, as well as the Philippines, mainly focused on the infrastructure sector, but also encompassing good governance, trade facilitation and environmental issues.

In addition, KHMCO is providing Support Services to the Malaria Programs and Regional Artemisinin Initiative (RAI) funded by the Global Fund to fight AIDS, Tuberculosis and Malaria (GFATM).

UNOPS KHMCO is in the process of expanding its area of engagement in partnership with different development partners, focusing mainly on a portfolio comprised of projects and programs in the infrastructure and environmental sectors, as well as continuing with the provision of transactional services (HR and Procurement services). For that, UNOPS is subsequently looking for qualified and committed experts that can contribute to fulfill our mandate in Greater Mekong Sub-Region and beyond.

Background Information - Job-specific

Under the guidance and direct supervision of the Head of Support Services, the Administration Officer is responsible for the quality of administrative support services for Multi Country Office. He/she analyzes and interprets the administrative rules and regulations and provides solutions to complex issues related to administration. The Administration Officer promotes a collaborative, client-focused, quality and results-oriented approach.

The Administration Officer will supervise and lead the team of the administration personnel within the Multi Country Office. The Administration Officer works in close collaboration with the support services, programme and project teams locally, UNOPS HQ colleagues, UN agencies and Government officials to successfully deliver administrative services.

Summary of Key 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.

Scheduling and monitoring 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.

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.

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.

Tags advisory services asset management cambodian development projects fleet management housing knowledge sharing logistics malaria office management peacebuilding procurement security guard support services trade facilitation vehicles

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.

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization. (for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)

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.

Master’s degree (or equivalent) in Business or Public Administration, or related fields.

A first-level university degree in combination with required qualifying experience may be accepted in lieu of the advanced university degree.

Less than 2 years of relevant experience in Administrative management service, Fleet Management, Asset Management, Travel Management, Security coordination and/or other related fields.

Administrative and logistics management experience with the UN system is a strong asset.

Experience in the usage of computers and office software packages (G-Suite or MS Office 2003 and/or newer versions) is strongly desired.

Fluency in English is required. Contract type: Local Individual Contractor AgreementContract level: LICA 8Contract duration: Open-ended, and subject to organizational requirements, availability of funds and satisfactory performanceDuty station: Phnom Penh, Cambodia. Phnom Penh is a family duty station.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.aspx This is a local position, so only Cambodian is eligible to apply.

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

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.