Back Administration Associate

Background Information - Myanmar

UNOPS Myanmar is one of UNOPS’ leading offices in Asia, acting as the fund manager for some of the largest development programmes in the country. In addition, UNOPS is the Principal Recipient for the Global Fund in Myanmar and for the Global Fund’s regional artemisinin-resistance initiative towards the elimination of Malaria, which works to accelerate progress toward malaria elimination in the Greater Mekong sub-region. UNOPS provides procurement, infrastructure, and project management services to a wide range of organizations in the country, including international development partners, other UN agencies and INGOs. UNOPS plays a critical role in ensuring that the quality of services provided to its partners meets stringent requirements of speed, efficiency, and cost-effectiveness.

Background Information - Job-specific

UNOPS Myanmar has a shared Support Services Unit. Within Shared Services, the Administration Team provides a range of administrative services supporting MMCO programmes and fund implementation. These services include front office management, archiving, logistics, inventory, asset and supply chain management, custodial, common premises and vehicle fleet management services. Under the direct supervision of the Administrative Officer, the Administrative Associate provides support to the Administration Unit for seamless service delivery and smooth office operations. Under the overall guidance and supervision of the Administration Senior Officer , reporting to 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. The Administration Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.

Functional Responsibilities

1. Management Support
2. Team Management
3. Facilities Management
4. Knowledge Building and Knowledge Sharing 1. Management Support
   

5. Coordinates individual work areas and coaches personnel in execution of standard office transactions, processes and client services for work areas, ensuring full compliance with UNOPS rules, regulations, policies and strategies and knowledge of the work areas.

6. Monitors team performance against service agreements with clients, and client satisfaction

Implements the control mechanism for designated administrative services, including maintenance of administrative control records such as commitments and expenditures.

Administers inventory control, supervising proper issuance of inventory items and supplies.

May be designated transactional role in OneUNOPS/Enterprise system

Compiles data and researches information for planning of financial resources/administrative budget for administrative services.

Facilitate the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.

Provide oversight, ensuring compliance by team members with existing policies and best practices.

Responsible for property and premises maintenance including scheduled cleaning, building repairs, maintenance and enhancements, landscaping, storage management, plumbing and sewage system, and outsourced canteen facilities.

In close coordination with the 3PI Team, conduct routine inspection and maintenance to ensure structural integrity of facility and recommend further cost-effective improvement

Ensure effective working conditions of individual stations, equipment, furniture and fixtures and office facilities;

Preparation and checking the overall building check list on a daily basis.

Ensuring timely attendance to plumbing problems and availability of sufficient water supply in the building at all times.

Ensuring cleanliness of the building through supervision of cleaners.

Ensuring timely collection of garbage from the premises.

Interacting with maintenance service providers of different services.

Ensuring proper maintenance and safe and secure storage of all office equipment and property.

Managing and preparing for in-house meeting requirements including meeting rooms set up in coordination with the cleaning team.

Submitting requests for deferred maintenance projects, as well as meeting with architects and engineers to review plans and projects.

Preparation of work orders and/or coordinating and supervising the work of outside contractors and vendors such as carpentry, plumbing, ventilating, electrical, air conditioning, auto mechanic, and inspect for completion of assignment.

Identifying maintenance needs for the building and coordinating repair work.

In accordance with the maintenance plan, coordinating maintenance of the building generators and refueling.

Undertaking assessment and requisition of supply needs for office premises.

Ensure adequate supply of fast-moving maintenance construction materials, equipment spare parts and proper tools for contingency measures to meet emergency requirements

Receipt of goods and equipment for the office, inspection and report preparation.

Preparing and maintaining records and writing reports.

In close coordination with 3PI Team, procurement, and other relevant units, ensure timely implementation and completion of repairs and renovation works within the office premises and facilities:

Act as point of contact for all aspects of renovation project activities including surveys, designs, BoQ, tendering, contracting, monitoring and reporting in compliance with the rules and regulations, SOPs and quality standards, and with Safety and Security

Coordinate the design of facilities and structures applying engineering standards of professional practice, applicable building codes and technical standards

Prepare and update reports on a regular basis on the progress of on-going renovation project works being implemented and identify potential factors that may interrupt activities to ensure activities are within time, cost and quality requirements

Review and approve materials and workmanship for works and maintenance services in compliance with BOQ, drawings, and specifications, and contract requirements and issue certification for works/services

Monitor contractors and ensure compliance with safety standards, contract terms, quality assurance and provide documentation of all interaction and instructions (variations/change orders, etc)

Determining the condition of existing buildings, identifying and analyzing defects, including proposals for repair.

Overseeing and supervising the installation of building systems and specifying maintenance and operating procedures.

Ensuring that the design and maintenance of building systems meets legislative and health and safety requirements.

Organize, facilitate and/or deliver training and learning initiatives for personnel on Administration related topics.

Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in human resources.

Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

The effective and successful achievement of results by the Administration Associate 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.

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
Additional Information

Please note that UNOPS does not accept unsolicited resumes.

Applications received after the closing date will not be considered.

Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.

Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

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 ( they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.

All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.