Administration Associate

Job Highlight

Drive smooth office operations by supporting administration, logistics, and client-focused services.

About About the Project Office Since 1999, UNOPS has been a committed partner in the Democratic Republic of Congo (DRC), delivering fund management, technical support, capacity building, and project management services. In collaboration with the Government, UN agencies, and international partners, UNOPS advances sustainable development across key sectors, including infrastructure, health, education, governance, procurement, and environmental protection. A strong focus on local ownership ensures that projects are implemented in a way that builds national capacity and empowers communities. UNOPS supports peace and security through technical assistance to MONUSCO and contributes to environmental preservation by managing regional initiatives such as CAFI and FONAREDD, working closely with Indigenous communities. In the health sector, efforts include the construction of health centers in Kwango (KOICA) and national health system support through the RSS3 initiative (GAVI). UNOPS also leads agricultural infrastructure development and food security efforts through the PNDA project (World Bank) and supports governance and stabilization through the multi-donor Coherence Fund, alongside humanitarian HR services for UNHCR.

Role Purpose The Administration Associate performs - and may supervise personnel in delivering - technical and administrative support services across both specialized and generalized processes in administration and logistics to ensure efficient, client-focused and effective service delivery. The incumbent fosters a quality- and results-oriented approach, ensuring the optimal and cost-effective use of office resources.

Functions / Key Results Expected

Administrative Services Coordination

• Coordinate individual work areas and guide personnel on executing standard office transactions, processes and client services, ensuring full compliance with UNOPS rules, regulations, policies and strategies.
• Monitor team performance against service agreements and assess client satisfaction.
• Implement control mechanisms for designated administrative services, including maintaining accurate administrative control records such as commitments and expenditures.
• Oversee inventory control, ensuring proper issuance and tracking of inventory items and supplies.
• Review travel authorizations, supporting documentation and payment requests.
• Serve as a designated transactional role in the ERP system
• Compile data and research information to support the planning of financial resources and administrative budgets for service delivery.

Logistics and Asset Management

• Oversee the implementation of logistics systems in line with UNOPS procedures.
• Coordinate and supervise services related to shipments and customs clearance, travel, event management, administrative surveys, transportation, insurance, building/facility/space management, and office supplies.
• Coordinate supply and asset management services, including physical verification of inventory items.
• Ensure timely preparation and submission of periodic inventory reports.
• Oversee protocol services, including staff registration and securing host government authorizations.
• Liaise with local authorities regarding authorizations, privileges and immunities for UNOPS personnel, as well as office space and other administrative matters.
• Compile information on administrative services provided for cost-recovery billing.
• Supervise transportation services, ensuring client service, regular vehicle maintenance, insurance coverage, and fuel consumption monitoring.
• Ensure prompt reporting and investigation of vehicle accidents, damage, loss or theft, and maintain updated vehicle history records.
• Oversee external transportation contractors, including client service delivery and invoice processing.

Knowledge Building & Sharing

• Support the organization, facilitation and delivery of training and learning sessions on administrative, logistics, travel, transportation, and asset and inventory management topics.
• Participate in knowledge-sharing initiatives and Communities of Practice (CoPs), contributing insights and lessons learned.
• Conduct research on administration-related topics and contribute to the drafting of reports, summaries and briefing notes.

Education Requirements

Required:

• Secondary school (or equivalent) with 6 years of relevant experience OR
• Bachelor’s degree (or equivalent) in any discipline with 2 years of relevant experience is required.

Desired:

• A globally or nationally recognized professional certificate in Administration is desired.

Requirements Experience Requirements

Required:

• Relevant experience is work in administration, logistics or operations.
• Experience in the use of collaboration and productivity tools (e.g. MS Office, G-Suite, etc) and web-based management systems is required.

Desired:

• Experience of working in multicultural environments or UN system organizations in a developing country is desired.
• Experience in development or humanitarian contexts is desired.