Administration officer

United Nations Office for Project Services

Bangui, Central African Republic

Experience: 3 to 5 Years

Skill Required: HR and Admin

UNOPS Africa regional office (AFO) provides management services for sustainable development ranging from tailored services to clients to full-scale management of programmes and projects, especially in post conflict/early recovery contexts. Among the most commonly requested services are Project Management, Project supervision and Loan/Fund administration, and Procurement. The regional office provides advisory and support services to the AFO Operational Hubs and other business entities, and ensures quality control and oversight of project implementation across the region. 

Based in Kinshasa, DRC, the UNOPS Multi country Office (CDOH) in Central Africa covers eleven countries including DRC, RC, CAR, Angola, Cameroon, Equatorial Guinea, Gabon, Rwanda, Burundi, and Madagascar. The office has developed strong working relations with international partners, UN agencies including UN Missions and Governments across Central Africa over the years. It provides technical support and capacity building in strategic development areas including infrastructure construction and rehabilitation and development across health, education, public works, governance/public administration sectors; procurement, project management, amongst others..

CDMCO Hub also implements more and more projects of procurement and distribution of various equipment and therefore needs Logistics skills to properly implement and monitor these projects. 

The Central African Republic Country Office (CAR) has a growing portfolio of over 100 million USD in projects, with more than 100 personnel. The portfolio of the CAR Country Office reflects that of its Multi Country Office in that it ranges from infrastructure rehabilitation and construction to multi-sectoral projects for social protection and peace and security.

Under the direct supervision of the Support Services Manager, and in accordance with UNOPS policies, procedures and practices, the Logistics Analyst is responsible for effective delivery of the Accommodations services and overall UNOPS CAR 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 Logistics Analyst works in direct collaboration with the Procurement Officer, Support Services Manager, and Business Development Unit to successfully plan and deliver logistical services.  

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 and Assets Focal Point 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;
  • 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 fully compliant with Health & Safety and Social & Environmental (HSSE) requirements and maintained and necessary repairs and maintenance are carried out in a timely manner.
  • Manage the fleet of vehicles in the country with all related areas such as fuel management, insurance, maintenance, immatriculation, driving licenses, Log books, etc.

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 and administration 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:

Education :

  • Advanced University Degree in Business administration, project Management or related field (Logistics, Emergency Management, International Relations).
  • A bachelor Degree in Business administration or related field (Logistics, Emergency Management, International Relations) with two additional years of experience will be accepted in lieu of the master degree.

Work Experience :

  • A minimum of three (3) years working experience in Logistics preferably in conflict or post-conflict duty stations is required, including in security management.

Languages :

  • Fluency in French is required
  • Intermediate in English is required