Adjoint.e administratif.ve

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Position Title: Adjoint.e administratif.ve
Location: Abidjan
Country: Côte d'Ivoire
Deadline Date: 02-Dec-2024

Job Details

Job Posting Organization:
The job posting organization is UNOPS (United Nations Office for Project Services), which was established to help the United Nations and its partners manage projects effectively and efficiently. UNOPS operates in over 80 countries and employs thousands of staff members dedicated to supporting sustainable development and humanitarian efforts. The organization focuses on providing infrastructure, project management, and procurement services to ensure that projects are delivered on time and within budget, contributing to the achievement of the Sustainable Development Goals (SDGs).

Job Overview:
The position of Adjoint.e administratif.ve involves providing technical and administrative support services under the general supervision of the project manager. The role requires the individual to coordinate various administrative functions and supervise staff in delivering specialized and non-specialized services. The Adjoint.e administratif.ve is expected to promote a client-focused approach, ensuring that resources are utilized efficiently and effectively. This position plays a crucial role in supporting the administrative and financial management of projects, managing travel arrangements, providing logistical support, and facilitating knowledge sharing within the organization. The successful candidate will be responsible for ensuring compliance with UNOPS rules and regulations while maintaining high standards of service delivery.

Duties and Responsibilities:

• Administrative and Financial Management Support: Coordinate administrative functions and supervise the administration team, ensuring compliance with UNOPS policies. Monitor team performance against office objectives and partner satisfaction. Assist in managing communications and organizing meetings with institutional partners. Implement control mechanisms for designated administrative services, including record-keeping of commitments and expenditures. Support project management in operational advances management. Manage the office petty cash, ensuring compliance with financial regulations.
• Travel Management and Visa Formalities: Act as the focal point for country office travel, ensuring practical arrangements for staff travel. Prepare travel authorizations and ensure timely payment of mission expenses. Book flights for local and international missions and manage visa requests and travel formalities.
• Logistical Support to Projects: Ensure efficient logistical support services for projects in compliance with UNOPS regulations. Supervise the implementation of logistics systems and coordinate processes related to shipments, customs clearance, travel, event management, and facility management. Oversee supply and asset management, ensuring timely inventory reporting. Manage protocol issues and liaise with local authorities regarding privileges and immunities for UNOPS staff.
• Knowledge Development and Sharing: Organize training initiatives for staff on administrative topics. Contribute to knowledge networks by synthesizing lessons learned and disseminating best practices in human resource management. Gather internal feedback and ideas to improve processes and practices.

Required Qualifications:
The ideal candidate should possess strong organizational and communication skills, with a focus on client service and quality results. They should have a solid understanding of administrative processes and be able to work effectively in a team environment. Proficiency in using office software and tools is essential, along with the ability to manage multiple tasks and prioritize effectively. A proactive approach to problem-solving and a commitment to continuous improvement are also important.

Educational Background:
Candidates should have a minimum of a secondary education diploma. A bachelor's degree in business administration, management, or a related field is preferred. Additional certifications in project management or administrative support will be considered an asset.

Experience:
The position requires at least 5 years of relevant experience in administrative support, project management, or a related field. Experience working in an international organization or within the UN system is highly desirable. Candidates should demonstrate a proven track record of managing administrative processes and providing logistical support in a fast-paced environment.

Languages:
Fluency in French is mandatory, as the position requires communication with local partners and stakeholders. Proficiency in English is also desirable, as it may be necessary for reporting and communication with international teams. Knowledge of additional languages relevant to the region would be an advantage.

Additional Notes:
This position is classified as Local ICA Support at the LICA-6 level, indicating a local contract with ongoing duration. The application period is from November 18, 2024, to December 2, 2024, with applications required to be submitted before midnight Copenhagen time (CET) on the closing date. The role is full-time and based in Abidjan, Côte d'Ivoire, with a focus on supporting UNOPS projects in the region.