Administration Senior Officer

Background Information - Job-specific

UNOPS South East Asia Multi-Country Office (EAPMCO)

The South East Asia and Pacific Multi Country Office (EAPMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. EAPMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries South East Asia - 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines. EAPMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises nine business units: EAPMCO Thailand, EAPMCO Indonesia, EAPMCO Pacific Operations Cluster, EAPMCO Papua New Guinea, EAPMCO China, EAPMCO Vietnam, EAPMCO Mekong, and EAPMCO Philippines.

In 2024, the UNOPS EAPMCO implemented projects worth more than USD 80 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.

The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself.

EAPMCO Pacific Operations Clusters
The EAPMCO Pacific cluster, established in 2017, was formed to support the implementation of UNOPS projects across the Pacific, dealing with the challenges and constraints associated with a combination of Pacific Islands' remoteness, availability of resources, demography, weather, or a combination of all these factors. Many Pacific Islands continue to suffer from diseconomies of scale in production and exchange of goods and services, and access to export markets, with the main economic activities remaining concentrated around tourism, fisheries, forestry, and agriculture, with remittances still playing a significant role in the economy of several Pacific Islands. Currently, UNOPS is working across 12 Pacific Island countries, implementing projects in the areas of health systems strengthening, digital transformations, climate change adaptation, governance, etc.

UNOPS’ Common Premises Management in the Federated States of Micronesia

The UNOPS team in the Federated States of Micronesia (FSM) is located in Pohnpei where it operates from shared premises “UN MCO Micronesia” which also accommodates other UN entities. UNOPS recently agreed to take over the management of the shared premises in Pohnpei from 1 January 2025. The incumbent will be responsible for the management of the common premises and the role may be referred to as the Common Premises Manager.

Under the guidance and direct supervision of the UNOPS Pacific Small Island Developing States Advisor, the Administration Senior Officer is responsible for the provision of quality, transparent and efficient shared premises and facilities management support to all entities operating from the common premises. He/she analyzes and interprets the administrative rules and regulations and provides solutions to administrative issues related to shared premises and facilities management. The Administration Senior Officer promotes a collaborative, client-focused, quality and results-oriented approach.

The Administration Senior Officer works in close collaboration with the support services, programme and project teams locally and with UNOPS HQ colleagues, UN agencies and Government officials, to successfully deliver administrative services for the UN MCO Micronesia in the Federated States in Micronesia.

Summary of Key Functions

Coordination support for the management of UN Common premises in the Federated States of Micronesia.

Financial support

Facilitation of knowledge building and knowledge sharing

1. Ensures coordination support for the management of UN Common Premises in the Federated States of Micronesia, focusing on the achievement of the following results:

Participate in negotiations with building owners regarding contractual arrangements and office lease renewal as needed in accordance with UNOPS policies and procedures

Coordination of the Common Premises arrangements, in consultation with the UNRCO and participating UN entities. This includes the allocation of space to the participating agencies, coordinating office space remodelling, etc, to accommodate any emerging needs from participants.

Coordination 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 are provided

Support contract negotiations with vendors and service providers to ensure cost-effective services of quality and timely service.Promotion and implementation of energy-saving and green office policy.

Evaluation and monitoring of the timeliness and quality of administrative tasks (e.g., cleaning and security guard service) on a regular basis

Management of common premises assets, ensuring accuracy of inventory records, tracking of asset movements, coordination of replacements and purchases, as well as disposals.

Liaison with suppliers and utility providers to ensure the availability and proper functioning of all utilities at all times

Ensures availability of all common premises-related supplies at all times; takes necessary steps to initiate the purchase of replenishments in a timely manner

2. Ensures effective coordination of finance support for common premises, focusing on:

Preparation and Administration of Common Premises Budget and cost distribution for common premises to all participating UN organizations using the agreed cost-sharing basis.

Ensures full cost recovery of the cost-shared services at the end of the year.

Preparation of financial statements (itemised accounting of all shared services and premises costs) at the end of the year for the Common Premises, showing deficits/surpluses and proposing/taking action to cover them in the following period/year.

Ensures efficient human and financial resources management, including planning of the available resources, forecasting of needs, and cost-efficient proposals;

Based on the approved work plan and budget, initiate payments from the common services account and follow up on agency contributions to the common premises account.

3. Provides support to knowledge building and knowledge sharing, focusing on the achievement of the following results:

Organization and conduct of training for the operations/ projects staff on administrative-related topics.

Briefing/debriefing of personnel on issues relating to the area of work

Sound contributions to knowledge networks and communities of practice.

Synthesis of lessons learned and best practices in administration.

Master’s degree (or equivalent) in Business or Public Administration, or related fields is required.

A first-level university degree in combination with required qualifying experience may be accepted in lieu of the advanced university degree.

Experience:

A minimum of 2 years of relevant experience at the national or international level in administrative management is required.

Experience in the usage of computers, Google Suite, and Office Software packages (MS Office 2003 and/or newer versions) is an asset.

Language:

Full working knowledge (Fluency) in written and oral English is required.

Contract type: International Individual Contractor Agreement (IICA)
Contract level: ICS-9/IICA-1
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.
Location: Pohnpei, Federated States of Micronesia (Family duty station)

For more details about the ICA contractual modality, please follow this link:

https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx Disclaimer: If the selected candidate is a national of the duty station, a Local Individual Contractor Agreement (LICA) will be issued.
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.

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.