Administration Associate

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:

• Management Support
• Team Management
• Facilities Management
• Knowledge Building and Knowledge Sharing

Management Support:

• 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.
• 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.

Team Management:

• 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.

 Facilities Management:

• 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.

Knowledge building and Knowledge Sharing:

• 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.

 Education/Experience/Language requirements

Education :

• Completion of secondary school is required.
• First University Degree preferably  in Civil Engineering  or equivalent disciplines in combination with qualifying experience may substitute some of the required years of experience. Structural or Civil Engineering Certification is a distinct advantage.

Experience :

• Minimum of six years of proven experience in any two of the following functional areas: general administrative, logistics, or operations/support services in national or international public or corporate organizations and out of this at least 2 years in camp/building facilities management administration and maintenance.
• Some experience in UN system organizations is desirable.
• Proficiency in computers and office software packages (e.g. MS Office, Google Suite, etc) and experience in handling web-based management systems is required.
• Experience in use of Enterprise systems (e.g. SAP, Oracle, Agresso based systems is desirable.
• Demonstrated experience or exposure to  Engineering design softwares is desirable

 Language Requirement:

• Full working knowledge of English is required.
• Knowledge of a second UN or regional working language is an asset.

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=26622#1