UN Jobs – Administrative Specialist at United Nations Children’s Fund (UNICEF)

Organisation: United Nations Children’s Fund (UNICEF)
Vacancy No:  E-VN-2014-002095
Duty Station: Kampala, Uganda
About UNICEF:
For 60 years, UNICEF has been working on the ground in 190 countries and territories to promote children’s survival, protection and development. The world’s largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.
Job Summary: The jobholder will be a manager and specialist of administrative management services in the Uganda 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. The incumbent is expected to collaborate with Operations management for efficient administrative operations in support of the Office and country programmes. Moreover, the jobholder will primarily ensure that the office’s administrative operations and services are effectively in compliance with the organization’s administrative policy, procedures, rules and regulations.
Key Duties and Responsibilities:  
1. Policy, Procedures and Strategies:
  • 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.
  • Significantly 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.
  • Guides 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.
  • Works closely 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.
  • Keeps the supervisor abreast of potential problem areas, and identifies and recommends solutions. Prepares reports on administrative matters.
  • Offers 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.
  • Conducts missions to field locations to review administrative arrangements and makes appropriate recommendations as required.
2. Budget Management:
  • 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.
  • Recommends and prepares estimates on office premises, supplies and equipment requirements for budget preparation purposes.
  • Supports the 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.
  • Assists the Inter-Agency Operations Management Team’s approaches for enhancing UN common services to attain efficiencies and effectiveness.
  • Negotiates and supervises matters relating to office premises, utilities and services with vendors /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 Chief of Operations; prepares minutes of meetings and assists the Chief of Operations 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.
Qualifications, Skills and Experience:  
  • The ideal candidate for United Nations should possess an advanced university degree (Master’s) in Social Sciences, Accounting, Business Administration, Financial Management, Economics, or a directly-related technical field(s) is required. A valid professional certification (CA; CPA; etc.) from an accredited chartered accountancy institution, in conjunction with a relevant first-level (Bachelor’s) university degree in a directly-related technical field (as identified above), may be taken in lieu of an advanced university degree.
  • At least five (5) years of relevant experience, at the national and international levels, in office management, finance, budget, accounting and/or administration is required.
  • Prior experience in emergency duty station is considered an asset.
  • Fluency in English (verbal and written) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is considered an asset.
Personal Competencies:
  • Communicates effectively to varied audiences, including during formal public speaking
  • Able to work effectively in a multi-cultural environment
  • Sets high standards for quality of work and consistently achieves project goals
  • Analyzes and integrates potentially conflicting numerical, verbal and other data from a number of sources
  • Demonstrates and shares detailed technical knowledge and expertise
  • Has good leadership and supervisory skills; co-ordinates group activities, ensuring that roles within the team are clear
  • Translates strategic direction into plans and objectives
  • 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.
How to Apply:
If you want to work for the United Nations UNICEF as a nutrition specialist, Please click on web link below to visit and review the requirements and Click “Apply Now.”
Deadline: 26th September, 2014
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