Head General Support Services Section

The General Support Services Section (GSS) is a part of the Administration Division (ADM).

The Administration Division is responsible for assuring the effective management of the financial and human resources, information technology, procurement, facilities management, general support services, knowledge management and training functions within the Technical Secretariat.

The General Support Services (GSS) plays a crucial role in ensuring the efficient functioning of the Organisation by providing smooth logistical and operational support. It assists with asset and property management, inventory control, supplies, travel, shipping and transportation, fleet management, visas and travel documents, insurance, catering services, mail services, cleaning services and contract management with external service providers.

Head, General Support Services Section is primarily responsible for leading and managing the General Support Services Section’s day-to-day operations.

Main Responsibilities:

Under the supervision of the Director, Administration, the incumbent shall perform the following duties:

Leadership and Management:

• Supervises the day-to-day operations of the General Support Services Section comprised of 13 staff members, actively supporting a diverse team with vision, experience and expertise in setting priorities and delivering all GSS services in an effective and customer-oriented manner;
• Develops, implements, reviews and maintains up-to-date work instructions, standard operating procedures, and administrative issuances related to the services provided by GSS;
• Provides expert advice to OPCW staff on rules, regulations and procedures governing OPCW official travel, transportation, visas and UNLPs, physical inventory management and office supplies;
• Develops and implements internal reporting mechanisms for GSS operations with a view to identifying possible areas for efficiencies and service improvement;
• Formulates and implements operational plans and concepts for the provision of support services;
• Manages projects to achieve clear objectives, often in the context of multifunctional work groups.

Budget Planning and Implementation:

• Prepares budget inputs for the General Support Services Section;
• Monitors and guides GSS budget implementation for maximum efficiency and to ensure that expenditures remain within the allocated budget.

Travel and Relocation Services:

• Negotiates with travel agents, airlines, hotels and removal companies to ensure the best financial advantage for the Organisation for its official travel and relocation services;
• Manages the commercial contracts related to travel and relocation per the OPCW’s contract management framework;
• Provides first line of management response to determine whether and when non-standard or special travel/relocation requests should be escalated for Management consideration.

Visas and UNLP Document Management:

• Ensures the timely processing and acquisition of visas for official travel of staff members preparing for missions, OPCW Experts and invited conference or training participants, and staff and their eligible household members travelling to/from The Netherlands on employment-related relocation;
• Ensures the timely acquisition of UNLPs for all relevant staff members.
• Manages the insurance contracts related to travel, transportation, public liability, and marine cargo according to the OPCW’s contract management framework;
• Advises staff and Programme Managers regarding insurance coverages related to their needs.

Fixed Assets and Supplies:

• Manages the contracts for the provision of standard office supplies according to the OPCW’s contract management framework;
• Coordinates asset tracking and write-off proposals with heads of asset holding units responsible for the management of fixed, attractive items of the OPCW;
• Serves as Secretary of the Property and Survey Board.
• Performs other duties as required.

Qualifications and Experience:

Education Essential: 

• An advanced university degree in Business or Public Administration or related fields;
• A first level university degree in combination with qualifying work experience (minimum 9 years) may be accepted in lieu of an advanced university degree;
• Equivalent or specialised training in combination with at least thirteen years of relevant professional experience may be accepted in lieu of a university degree.
• Additional qualification or certification in Logistics Management or related field.

Knowledge and Experience:

Essential: 

• 7 years of experience, of which at least five years were in an international context, dealing with support services, logistics, administration or a closely related field;
• At least five years of experience in managing teams, preferably in an international environment;
• Experience in the following areas: travel support, shipping, asset management, budget planning and contract management;
• Experience in the implementation and handling of travel and assets related processes (both financial and non-financial) as part of an ERP system.

Desirable:

• Work experience in the UN Common System.

Languages:

• Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.

Source: https://opcw-career.talent-soft.com/job/job-head-general-support-services-section-p-4-_479.aspx