Administration Officer at UNOPS - United Nations Office for Project Services

   (Yaoundé, Centre, Cameroun)

Posted : 24 January, 2022

Category : Administration   Location : Yaoundé, Centre, Cameroun

Job type : Full Time

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Functional Responsibilities:

Under the direct supervision of the Senior Programme Manager, and in accordance with UNOPS policies, procedures and practices, the Administration Officer is responsible for effective delivery of the Accommodations services and overall HUB logistical support.

She/he will be more specifically in charge of planning and organizing of importation, customs clearance, storage and distribution of equipment imported for UNOPS clients, in accordance with the Financial Rules and Regulations applicable to UNOPS and policies and procedures governing UNOPS procurement activities and the procurement and quality assurance.

The Administration Officer works in direct collaboration with the Procurement Officer, Head of Programme, and Business Development Unit to successfully plan and deliver logistical services.

His/her duties include:

1- Proper management of Country Logistic functions according to UNOPS rules and regulations, focusing on achievement of the following results:

• Stock management system and regular inventory control system is in place and operational
• Assure a proper management and record keeping for project assets including accounting for and monitoring depreciation
• Implement assets disposal procedures according to the agreed arrangements
• Distribution and recovery of material (check-in/check-out forms)
• Briefs and assists new international staff, experts and consultants about logistics & administrative requirements and procedures
• Supervise 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
• Liaise with UNDSS for security matters, and act as Security Focal point in Yaoundé
• Ensure proper and timely customs clearance procedures
• Ensure recording of assets in the asset register in compliance with PPE
• Work in close collaboration with Procurement Officer and participate in the implementation of the procurement plan for goods and services, such as sub-contracting of local companies (i.e. office equipment maintenance, security service), renting and rehabilitating of premises, communication systems, office equipment and supply, transportation and fuel agreements in coordination with the management
• Work in close collaboration with Procurement Unit on procurement of services for the maintenance of office premises and related office equipment and vehicles
• Ensure that the office premises are maintained and necessary repairs and maintenance are carried out in a timely manner

2- For dedicated Procurement and Distribution projects, ensure that all equipment are purchased, shipped, receipted, stored and distributed in a timely manner.

• Monitor storage and distribution. Ensure close coordination of storage and distribution activities
• Conduct a gap analysis of the current receipting, storage and distribution system and develop strategies to improve the system as required
• Provide technical support on specifications, cost implications and logistics for safe delivery both internationally and nationally
• Provide advice and technical support on the storage and distribution and develop appropriate strategies as required
• Ensure that all logistics actions are conducted as required by UNOPS according to UNOPS Financial Rules and Regulations and the applicable policies and procedures as well as the highest degree of personal and professional ethics
• Update standard operating procedures to ensure best practices
• Update and train team members of all process and procedures used as well as keeping informed the progress of individual purchase contracts

Knowledge Management:

• Actively interact with other PMs to share case studies, lessons learned and best practice on the Knowledge System
• Provide feedback to Practice Leads on policy, supporting guidance with an aim towards continuous improvement of UNOPS policies
• Complete lessons learned as per reporting format for areas under his responsibility

Personnel Management:

• Supervise, guide and train logistics personnel on proper management and record keeping in the following areas
• Support and advise on logistic operations activities of the Operations
• Supports, mentors and leads the Logistics Unit on a timely and cost-efficient delivery of tasks and duties
• Briefs and assists new international staff, experts and consultants about logistics for the HUB requirements and procedures
• Supervise the logistics personnel on the preparation/maintenance and update of the assets management database for projects

Performs other duties as and when assigned by the supervisor

Education/Experience/Language requirements:

Fluency in written and spoken French is required

Knowledge intermediate in English is required

NB: Click to apply https://jobs.unops.org/pages/viewvacancy/VADetails.aspx?id=23261

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