Administrative Specialist – P-3 – FT – Juba – South Sudan (Open to Non-South Sudan Nationals Only)


UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, Operations

PURPOSE OF THE JOB

As the Administrative Specialist in the country office, the incumbent is accountable for provision of managerial leadership and policy guidance for achievement of effective administrative service management and staff capacity development. Collaborate with Operations management efficient administrative operations in support of the Office and country programmes. Ensures the office’s administrative operations and services are effectively in compliance with the organization’s administrative policy, procedures, rules and regulations.

KEY ACCOUNTABILITIES and DUTIES & TASKS

Within the delegated authority and under the given organizational set-up, the incumbent may be assigned the primary, shared, or contributory accountabilities for all or part of the following areas of major duties and key end-results.

1. Policy, procedures and strategies

As technical professional 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.

Contributes to global, regional and country strategic planning and policy changes/formulation on administrative matters as necessary; Provides technical input to contribute to the establishment of administrative guidelines in close coordination with the head of office, Chief of Operations and DFAM.

Advises the head of the office and updates staff on administrative policies, procedures rules and regulations, providing authoritative advice and administrative support. Decides on the appropriate application and interpretation of administrative rules, regulations, policies and procedures. Ensures arriving and departing staff are well briefed on all necessary administrative procedures and requirements.

Coordinates with the Regional 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 substantive recommendations on the improvement of systems and internal controls, planning, restructuring, and resolution of sensitive issues and problems, taking into account the prevailing conditions in the locality.

Keeps the supervisor abreast of potential problem areas, and identifies and recommends solutions. Prepares reports on administrative matters.

Oversees administrative support and services to sub-country (zone) offices and out postings including preparation and funding of service contracts, preparations of PGMs for all admin supplies and guidance on administrative procedures.

Undertakes missions to field locations to review administrative arrangements and makes appropriate recommendations as required.

2. Budget management

Manages the budget in close coordination with the Chief of Operations to ensure that objectives stipulated early in the fiscal year are realized for smooth operations of the offices including sub-country (zone) and out postings where applicable.

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.

3. Administrative support and services

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.

Ensures the timely and cost-effective provision of basic offices services including space management, equipment, communications and security to enhance staff safety and productivity.

Supports the Inter-Agency Operations Management Team’s approaches for enhancing UN common services to attain efficiencies and effectiveness.

Negotiates and oversees matters relating to office premises, utilities and services with vendors and agencies.

4. Property management

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.

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.

Supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.

5. Contract arrangement and control

Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.

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.

Monitors payments against contractual obligations.

6. Staff learning and development

Develops training programmes to enhance effective performance and efficiency in admin. services management.

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.

7. Partnership, coordination and collaboration

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.

Cooperates and coordinates with other UN agency counterparts in the UN reform initiatives (including common services and premises agenda, etc.).

Coordinates field emergency services.

8. Performs any other duties and responsibilities assigned as required.

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.

JOB GRADE FACTORS

• Manages and supervises to ensure effective administrative operations for a small to medium size country office total budget and number of staff members, engaging in all the areas of administrative service management.

• Directly manages the administrative function of the Office by leading a team of administrative service staff of the Section.

• Makes viable recommendations on implementation/innovation of administrative policy and procedures, and optimal utilization of UNICEF’s resources.

• As a professional specialist as well as manager in the area of administrative service management, provides accurate and sound policy interpretation and application at the country level, based on the thorough knowledge of UNICEF’s administrative policy, procedures, rules and regulations. Provides substantive input to the development of administrative policies, systems and procedures

• Participates substantially in strategic planning in the area of administrative service management of the Office, taking initiative in developing and implementing improved management systems.

QUALIFICATION and COMPETENCIES

1. Education

Advanced university degree in social sciences, business management, administration, finance, or any other relevant field of discipline.

2. Work Experience

Five years of relevant professional 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.

3. Language Proficiency

Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset

  1. UNICEF values and competency Required (based on the updated Framework)

5. Technical Knowledge

a) Specific Technical Knowledge Required (for the job)

(Technical knowledge requirements specific to the job can be added here as required.)

• Specialized knowledge to perform the administrative service management functions of the job at competent level. (UNICEF administrative, accounts/finance, HR, budget, and supply manuals and instructions.)

• Security Handbook.

• UNICEF Mid-Term Strategic Plan (MTSP) as it relates to administrative service management.

b) Common Technical Knowledge Required (for the job group)

• Principles of office management, operations management, programme management and administration.

• Administrative service management’s goals, visions, positions, policies, and strategies

• Information and Communication Technology administration.

• Supply operations, logistics and purchasing administration.

• Rights-based and Results-based management and programming approach in UNICEF.

• UNICEF emergency programme policies, goals, strategies, approaches and procedures.

• Gender equality and diversity awareness

c) Technical Knowledge to be Acquired/Enhanced (for the Job)

• UN policies and strategy to address issues in harmonization of administrative service management and operations in the common system.

• UNICEF positions about UN common approaches to administrative service management and operations issues.

• UN security guidelines.

• Government regulations and laws in the locality pertinent to administrative service management and operations.

For every Child, you demonstrate…

UNICEF’s values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

The UNICEF competencies required for this post are…

ii) Core Competencies (For Staff with Supervisory Responsibilities) *

• Nurtures, Leads and Manages People (1)

• Demonstrates Self Awareness and Ethical Awareness (2)

• Works Collaboratively with others (2)

• Builds and Maintains Partnerships (2)

• Innovates and Embraces Change (2)

• Thinks and Acts Strategically (2)

• Drive to achieve impactful results (2)

• Manages ambiguity and complexity (2)

or

Core Competencies (For Staff without Supervisory Responsibilities) *

• Demonstrates Self Awareness and Ethical Awareness (1)

• Works Collaboratively with others (1)

• Builds and Maintains Partnerships (1)

• Innovates and Embraces Change (1)

• Thinks and Acts Strategically (1)

• Drive to achieve impactful results (1)

• Manages ambiguity and complexity (1)

*The 7 core competencies are applicable to all employees. However, the competency Nurtures, Leads and Managers people is only applicable to staff who supervise others.

To view our competency framework, please visit here.

Click here to learn more about UNICEF’s values and competencies.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

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UNICEF – United Nations Children’s Fund


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