Administration Officer
United Nations Work & Relief for Palestinian refugees ( UNRWA)
Total years of experience :19 years, 11 Months
Responsible for:
• Budget & Finance
1. Supports the biennium and yearly budget by preparing the departmental operating and budget estimates.
2. Monitoring and tracking budget for the admin office including the preparation for budget allotment adjustments.
3. Establishing internal financial controls to ensure budget & financial online systems are maintained in an accurate and timely manner.
4. Works with project finance office to maintain records and ensures timely payment of accounts payable.
5. Preparing for and drafting responses to audit requests.
• Human Resources
1. Preparing staffing table proposals and RPAs, maintaining staffing table records.
2. Coordinating with HRD the recruitment of area staff and consultants by initiating requests for vacancies, announcements, facilitating interviews and drafting and administering the contracts
3. Drafting and administering consultant contractor contracts and limited duration contract.
5. Updating the staff list of CCC.
6. Sending a request mail for extension need to PM NBC a month in advance prior the expiry date of the contracts.
5. Coordinate with budget officer to provide the codes for under construction contracts and forms .
7. Coordinate with Finance project officer (DRU) to provide the codes for PRS and Relief staff .
8. Coordinate with ASO and HR Assistants at LFO in case D/P staff not under emergency (replacement from Roster) reached 6 months to be stopped.
9. Coordinate with CCC unit to provide List of contracts' ID numbers for pre-approval form use.
10. Updating the time sheet template by using the information available from HR CCC unit and Finance.
11. Preparing the CCC contracts and pre-approvals by :
• Admin & Asset management Support
1. Supervises the projects’ administration and co-ordinates its various functions including mail services, telephone; works with program supervisors to ensure the proper compliance with the Agency administrative policy.
2. In performing administrative support duties, manages and updates filing system and archives on all related activities to ensure full integrity of procedures and accountability.
3. Coordinating maintenance of assets including buildings maintenance & repairs, vehicles, generators maintenance & management.
4. Liaises with contractors and services providers to ensure quality services deliver to the project.
5. Acting as custodian of consumables supplies including seals, stamps & archives.
• Logistics
1. Drafts correspondence, prepares monthly and periodic reports and statistical data relating to, (procurement, building maintenance and repair; vehicles, generator maintenance and management; co-ordinates with other departments and divisions for obtaining materials and information, as required;
2. Supervises dispatcher services for the project which includes supervision of logistics and transport arrangements;
3. Prepares and issues bid documents, and negotiates contracts;
• Safety & Security Support
1. Assisting, in coordination with the safety & security Unit, the implementation of office security requirements in unit installations to insure overall compliance with UN security standards.
2. Acting as security focal point within the assigned unit and maintaining the security & safety of the building through the supervision of guards & cleaners.
• Other Specific Functional Support including,
1. Assisting in the administration of fellowships/Grants as available
2. Marinating up-to-date records of the department projects and prepares progress reports on the implementation of funded projects
3. Managing logistical preparations for workshops, conferences and meetings
Daily line management of logistics team in NMU
• Daily logistics supporting arrangements and procedural actions for distribution project
• Daily logistics operations in support of programme objectives
• Daily stock management as per procedures and paper trail described in Logistics Manual
• Ensure fire safety and workplace health and safety standards are adhered to
• Submission of periodical reports to Head of finance and Admin unit and to PLD officer as outlined in the Logistics Manual and internal Management reporting system.
• Ensure that all goods received are recorded in standard templates and are stored and handled as per logistics manual procedures of safety, security, accountability and transparency
• Ensure that all goods dispatched to the final distribution sites, and when in transit through multiple locations are recorded in standard templates
• Ensure that all store transaction paper works are kept filed as per filing system.
• Ensure that all the items stored in the warehouses are recorded in warehouse papers
• Supervise weekly and conduct monthly stock taking as per standards
• Produce monthly warehouse reports as per Logistics Manual standards and specific country procedures
• Keep up to date records and files on all stocks in soft copy tool of Stock Monitoring Sheet
• Disseminate store records once a month to all users
• Ensure through on-site supervision that the construction works are undertaken to required designs, specifications, standards and requirements.
• Monitor site progress including installation of required equipment against Accepted Programmes.
• Make recommendations where extra resource or alternative work processes are required to maintain or increase performance.
• Monitor project cost and provide Project Manager with timely identification of deviations from budget.
• Ensure that quantities of completed work items are agreed with the Contractor.
• Ensure maintenance of daily records of all site activities, including information on labour and plant, and any non-compliant materials or workmanship.
• Ensure Safety best practices are being utilised during all site activities
• Co-ordinate construction activities and manage project interfaces.
• Responsible for management of site team including personnel matters.
Reconcile and maintain balance sheet accounts
• general ledger operations
• prepare journal entries monthly closings, preparation of monthly financial reports, accounts receivable and accounts payable
• Receives purchases and check requests from throughout the facility, checks for accuracy.
• Maintains contact with vendors regarding orders and merchandise
• Receives, inspects, and distributes merchandise to appropriate individuals; files damage claims with freight companies or vendors.
• Prepares periodic reports related to purchasing, inventory control, and shipping and receiving within the local operation.
• Conducts annual on-site inventory, prepares inventory listings to include the location and status of all equipment.
• Obtains and updates information on open market and contract purchase prices.
