United Nations UNICEF Careers – Administrative Specialist at United Nations Children’s Fund

Organisation: United
Nations Children’s Fund (UNICEF)
Job Grade: P-3
Vacancy No:  E-VN-2015-000112
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: As the
manager and specialist of administrative management services in the Uganda
country office, the incumbent of this post will be accountable for provision of
managerial leadership and policy guidance, for achievement of effective
administrative service management and staff capacity development. The
Administrative Specialist will collaborate with Operations management for
efficient administrative operations in support of the Office and country
programmes. Moreover, the incumbent will ensure the office’s administrative
operations and services are carried out effectively and 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.
  • Actively
    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.
  • 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.
  • 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. Undertakes missions
    to field locations to review administrative arrangements and makes
    appropriate recommendations as required.
2. Budget Management:
  • Actively
    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.
  • Quickly
    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.
  • Actively
    supports 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.
  • Manages
    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.
  • Regularly
    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:
  • Actively
    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:
Provides 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 the United Nations UNICEF Career opportunity 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’ experience, at the national and international
    levels, in office management, finance, budget, accounting and/or
    administration is required.
  • Work
    experience in emergency duty station is considered an asset.
Language Proficiency: 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.
  • Ability
    to work effectively in a multi-cultural environment.
  • Consistently
    achieves high-level results, managing and delivering projects on-time and
    on-budget.
  • 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 an Administrative specialist, Please click on web link below
to visit and review the requirements and Click “Apply Now.”
Deadline: 30th January, 2015

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