Background Information - Job-specific
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.
UNOPS Madagascar, which was established in 2022 and currently expanding, provides services through its main office based in Antananarivo and has opened branch offices in several regions of the country. The UNOPS office responds to the support needs of the Government of Madagascar with funding from multilateral and bilateral donors. UNOPS Madagascar provides a wide range of infrastructure, procurement and project management services and aims to extend its support to diversified projects, basic service provision and other related services, particularly in economic and social infrastructure (construction and rehabilitation) and financial management in sectors such as agriculture, transport/public works, renewable energy, health, environment and climate change.
The Support Services Senior Officer reports to the Head of Support Services with a secondary reporting line to the Madagascar Head of Office and acts as the office manager, fosters collaboration within the team as well as client-oriented approach. The Support Services Senior Officer works in close collaboration with a number of local internal stakeholders, relevant partners as well as colleagues in the MCO and HQ - to successfully deliver operations services.
Functional Responsibilities
1. Implements key aspects of an operational logistics approach focusing on the achievement of the following results:
Support in the development and implementation of dynamic logistics strategies for projects
Advise the procurement teams on the pros and cons of applying different INCOTERMS (e.g. FOB, CIF, DAP, etc.) on specific types of goods.
In collaboration with project teams, ensure that all procured equipment is shipped, received, stored and distributed in a timely, safe, and sustainable manner.
Provide technical support to the Partnerships and project teams on specifications, cost implications and logistics for safe delivery, both internationally and nationally.
Support project teams in the coordination of pre-shipment / receipt inspections as needed.
Provide recommendation and technical support on storage, warehousing, and distribution and develop appropriate Standard Operating Procedures (SOPs) as required.
Ensure that all logistics actions are conducted as required by UNOPS according to UNOPS Financial Rules and Regulations, the applicable policies and procedures, and the highest degree of personal and professional ethics.
2. Implements the Logistics Management Strategy and logistics monitoring tools focusing on the achievement of the following results:
Develop and manage rosters of logistics, freight forwarders, and related suppliers, in close collaboration with the project teams.
Monitor logistics and transportation contractor performance and certification of completed work for compliance with contractual terms and payment.
Advice remedial actions or solutions to the Procurement and Project teams on logistic issues.
Coordinate the development of monitoring tools related with transportation, storage and distribution; contribute to knowledge management by sharing and exchanging on best practices.
Ensure that all the documentation of transactions in relation to logistics are well recorded.
Raise logistics bottlenecks for prioritization.
3.Ensures management of UNOPS premises, focusing on achievement of the following results:
Overall management of office and warehouse premises; follow-up with building owner regarding contractual arrangement/negotiation of office and warehouse lease renewal in consultation with the UNOPS country office management team and the Head of Support Services.
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 daily basis.
4.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.
5. Ensures effective management of the country office administrative services and asset management, 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 for satisfactory performance and client-oriented services.
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.
6. Ensures effective provision of fleet management services, focusing on achievement of the following results:
Provide guidelines, instructions, and support to Drivers in accordance with the established procedures.
Management of office and project vehicles and transportation service to ensure punctual transportation service is provided to the staff, UNOPS visitors and high officials on mission.
Coordinate vehicle concerns, car condition and issues and oversee the repair and maintenance operation for all UNOPS vehicles
Identify/coordinate training needs for driver employees.
Track fleet usage, through the up to date monitoring of vehicle log books and maintain accurate inventory of equipment.
Ensure the maintenance records for fleet are accurate and up-to-date.
Addresses and updates triggers, system events and car history.
Evaluates car condition, and escalates issues, as needed
7. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:
Organization of training for the operations/ projects staff on logistics and 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.
Education:
Masterโs Degree or equivalent in Business Administration, Public Administration, Finance, Economics, HR or related field. A combination of Bachelorโs degree with an additional 2 years of relevant work experience may be accepted in lieu of the education requirements outlined above.
Experience:
A minimum of 2 years of progressively responsible experience in operations management in a large international organisation. Some experience in the UN system organisations, preferably in a developing country, is desirable. Language Requirements:
Fluency in written and oral English and French required Competencies
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. Contract type, level and duration
Contract type: ICA Contract level: I-ICA 1, ICS 9
Contract duration: On going, subject to organizational requirements, availability of funds and satisfactory performance
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.
UNOPS evaluates all applications based on the skills, qualifications and experience requirements outlined in the vacancy announcement. We are committed to considering all candidates in a fair and transparent manner, and we value diverse perspectives and experiences, including those of women, indigenous and racialized communities, individuals with diverse 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.