Job Title: Administrative Specialist
Organisation: United
Nations Children’s Fund (UNICEF)
Nations Children’s Fund (UNICEF)
Job Grade: P-3
Vacancy No: E-VN-2015-000112
Duty Station: Kampala,
Uganda
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.
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.
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:
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:
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:
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:
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:
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.
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.
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.
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.”
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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