Director, Administrative Services

Vacancy Number: 2106

Date of Issuance: October 1, 2024

Deadline of Applications: November 3, 2024

Required Languages: English

Contract Type: Fixed Term Contract

Job Category: Management

Recruitment Status: International

Job Profile

The incumbent develops comprehensive programs for administrative functions, facility management, and procurement at the OPEC Fund. These programs are translated into operational objectives for the unit, aligning with the departmental strategy and framework, to support the organization’s strategic goals. The incumbent is also responsible for coordinating and managing the administrative functions to ensure smooth daily operations.

Duties and Responsibilities

Functional strategy formation

• Defines the short, medium and long-term objectives of the Administrative Services Unit, in line with the organization’s Strategic Plan, and formulates the strategy to achieve these objectives. The incumbent also participates in the development of the strategy of the Corporate Services Department strategy.
• Oversees the preparation of the yearly Administrative Budget for the OPEC Fund and presentation of same in the Governing Board for its approval.
• Manages issues and activities in the areas of administrative matters at the OPEC Fund.

Organizational capability building

• Contributes to the institution-strengthening and capacity building of the OPEC Fund by developing or improving management and organizational processes and procedures; participates in the committee(s) relevant to these matters.
• Designs and furthers changes required to modernize the functions focusing in process redesign.

Policies and Procedures Development and Implementation

• Planning and Supervision: Oversee the comprehensive planning, process management and redesign, and execution of building maintenance and institutional projects. This includes renovation initiatives, security arrangements, and the assessment of current and future office space needs.
• Procurement Management: Manage the procurement of supplies, equipment, and services, fostering the changes required so that services are customer driven.
• Administrative Activities: Coordinate various administrative functions such as registry activities, travel management, ergonomics, transportation operations, and the administration of drivers.
• Agreement Implementation: Monitor and ensure the effective implementation of the Headquarter’s Agreement.
• Policy development: develops and updates policies to ensure that all functions under his/her perview are state of the art.

People management

• Identifies issues of importance on administration and general services related matters and brings them to the attention of the Chief Administrative Officer, Corporate Services, as well as, coordinates the necessary implementation of the outcomes.
• Leads the unit by inspiring and motivating the general services, building and procurement teams to maintain the highest level of engagement with the institution.
• Coordinates and supervises the full range of procurement planning and due diligence, external formalities and relations.
• Participates actively in the overall procurement processes, acts as approving officer for all corporate procurements.
• Leads the required changes and modernization of the functions, in a customer centric manner.

Carries out other tasks assigned by the Chief Administrative Officer, Corporate Services.

Qualifications and Experience

• Advanced degree in Business Administration / Personnel Management / Economics / any other discipline in the Social Sciences / other relevant discipline(s) or professional qualifications.
• A minimum of 15 years relevant professional experience (organizational, management and personnel processes), with at least 7 years at either a managerial or senior management level, with preferably 5 years at an international institution.
• Excellent written and verbal communication skills in English.
• A good working knowledge of German, Arabic, French or Spanish is an added advantage.

Competencies

• Leadership & People Management – The ability to guide and empower team members effectively; cultivate a positive work climate; delegate tasks skillfully and nurture team members’ growth. To be completed in a later stage.
• Trustworthiness, Ethics & Governance – The ability to act with integrity and transparency; safeguard confidentiality; demonstrate ethical decision-making and interactions; to adhere to organizational regulations and ethical benchmarks, foster a culture of compliance and strong governance; ensure team members understand and adhere to protocols.
• Decision Making – The ability to analyze information comprehensively to make well-informed decisions; assess both immediate and long-term ramifications.
• Customer Centricity – The ability to focus on comprehending and addressing customer needs; consistently deliver exceptional service and foster strong, lasting customer relationships.
• Collaboration & Teamwork -The ability to actively foster a cohesive team environment, adeptly communicate and collaborate across diverse departments to achieve shared goals, ensuring team members work cohesively and efficiently.
• Effective Planning & Follow Up – The ability to set clear goals and priorities; skillfully organize tasks for efficiency; consistently follow through on commitments and plans