Purpose
As the manager and specialist of administrative management services typically in a small to medium size country office, the incumbent will be accountable for provision of managerial leadership and policy guidance for achievement of effective administrative service management and staff capacity development. The incumbent will collaborate with Operations management efficient administrative operations in support of the Office and country programmes. S/he will ensure the office’s administrative operations and services are effectively in compliance with the organization's administrative policy, procedures, rules and regulations.
Key expected results
Policy, procedures and strategies
a. As technical specialist and manager, accountable for the correct and consistent application of policies and procedures in the management of administrative functions through the provision of technical leadership, guidance and support to the country office and sub-offices where applicable.
b. Contributes to global, regional and country strategic planning and policy changes/formulation on administrative matters as necessary. Provides technical input to the establishment of administrative guidelines in close coordination with the head of office, Chief of Operations and DFAM.
c. Advises the head of the office and updates staff on administrative policies, procedures rules and regulations, providing technical advice, guidelines and administrative support. Implements the appropriate application and interpretation of administrative rules, regulations, policies and procedures. Briefs and assists arriving and departing staff on administrative procedures and requirements.
d. Liaises with the Regional Office and HQ Divisions to support policy reform in the area of administrative service management; advises on the applicability of new policy directives at the country level. Makes viable recommendations on the improvement of systems and internal controls, and resolution of sensitive issues, taking into account the prevailing conditions in the locality.
e. Keeps the supervisor abreast of potential problem areas, and identifies and recommends solutions. Prepares reports on administrative matters.
f. Provides administrative support and services to country and sub-country offices where applicable, including preparation and funding of service contracts, preparations of PGMs for all administrative supplies. Undertakes missions to field locations to review administrative arrangements and makes appropriate recommendations as required.
Budget management
a. Monitors the budget in close coordination with the Chief of Operations to ensure that objectives stipulated early in the fiscal year are realized for smooth operation of the country office/sub offices, where applicable.
b. Recommends and prepares estimates on office premises, supplies and equipment requirements for budget preparation purposes. Assists zone offices in the establishment and maintenance of administrative services. Prepares monitors and controls the administrative budget.
Administrative support and services
a. Ensures timely and effective delivery and improvement in administrative support and office services for enhanced quality, efficiency and cost effectiveness, including space management, transport services, vehicle use and maintenance, equipment, conference and travel arrangements, document reproduction, communications, mail and delivery services, local procurement and bill payments of utilities.
b. Ensures the timely and cost-effective provision of basic offices services including space management, equipment, communications and security to enhance staff safety and productivity.
c. Supports the Inter-Agency Operations Management Team's approaches for enhancing UN common services to attain efficiencies and effectiveness.
d. Negotiates and supervises matters relating to office premises, utilities and services with vendors /agencies.
Property management
a. Manages properties of administrative supplies, office equipment and vehicles, updating inventory of items, serving as ex-officio member to the Property Survey Board and ensuring follow-up action.
b. Prepares Property Survey Board submissions for the Senior Operations Officer; prepares minutes of meetings and assists the Senior Operations Officer in executing PSB recommendations approved by the Head of Office.
c. Supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
Contract arrangement and control
a. Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.
b. Reviews all contractual arrangements related to administrative support (i.e. courier, premises maintenance, ancillary administrative support, vehicle maintenance, equipment maintenance etc.) to ensure that the terms and conditions of all contracts are being adhered to by providers of services. Proposes to supervisor any changes that may be required.
c. Monitors payments against contractual obligations.
Staff learning and development
a. Develops training programmes to enhance effective performance and efficiency in admin. services management.
b. Implements staff learning and development programme activities for capacity building. Conducts workshops for staff competency building, staff learning and development and career development. Provides coaching and counselling to the staff on performance enhancement/development.
Partnership, coordination and collaboration
a. Facilitates and maintains effective working relations with other agencies, local authorities and implementing partners relating to administrative matters for enhancement of information exchange, collaboration, and harmonization.
b. Cooperates and coordinates with other UN agency counterparts in the UN reform initiatives (including common services and premises agenda, etc.).
c. Coordinates field emergency services.
Performs any other duties and responsibilities assigned as required.
a. Ensure to provide quality services to the beneficiaries in a timely and cost effective manner in performing additional duties and responsibilities assigned in conformance with the policy, standards, rules and regulations.
Qualification
Advanced university degree in social sciences, business management, administration, finance, or any other relevant field of discipline*.
Five years of relevant work experience. Both national and International work experience in office management, administration, finance, accounting, ICT, human resources, supply or any other relevant function. Work experience in emergency duty station.
Fluency in English and another UN language.
*A first level university degree with a relevant combination of academic qualifications and experience may be accepted in lieu of the advanced university degree.
Competencies
Communicates effectively to varied audiences, including during formal public speaking.
Sets high standards for quality of work and consistently achieves project goals.
Able to work effectively in a multi-cultural environment.
Demonstrates and shares detailed technical knowledge and expertise.
Adjusts team or department's approach to embrace changing circumstances.
Identifies urgent and potentially difficult decisions and acts on them promptly; initiates and generates team- and department-wide activities.
Ensures that team or department follows relevant company policies and procedures.
Has good leadership and supervisory skills; co-ordinates group activities, ensuring that roles within the team are clear.
Sets clearly defined objectives and plans activities for self, own team or department.
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation. If you want a challenging career while improving the lives of children around the world UNICEF, the leading children’s rights organization, would like to hear from you.
Visit us at www.unicef.org/about/employ to register in our new e-Recruitment system and apply to this and other vacancies, quoting E-VN-2011-001890. Applications must be received by 4 November 2011.
Please note that only candidates who are under serious consideration will be contacted.
In the selection of its staff, UNICEF is committed to gender balance and diversity without distinction as to race, sex or religion, and without discrimination of persons with disabilities: well qualified candidates are strongly encouraged to apply.
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