Deadline: 26 November, 2021

Location: Juba, South Sudan

United Nations International Children’s Emergency Fund (UNICEF) is seeking applications from eligible applicants for the post of Administrative Specialist.

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

Responsibilities

• Contribute to global, regional and country strategic planning and policy changes/formulation on administrative matters
• Contribute to the establishment of administrative guidelines in close coordination with the head of office, chief of operations and DFAM
• Advise the head of the office and update staff on administrative policies, procedures, rules and regulations, providing authoritative advice and administrative support
• Decide on the appropriate application and interpretation of administrative rules, regulations, policies and procedures
• Ensure arriving and departing staff are well briefed on all necessary administrative procedures and requirements
• Coordinate with the regional and headquarters divisions to support policy reform in the area of administrative service management
• Advise on the applicability of new policy directives at the country level
• Make 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
• Keep the supervisor abreast of potential problem areas, and identify and recommend solutions
• Prepare reports on administrative matters
• Oversee administrative support and services to sub-country (zonal) offices and out postings including preparation and funding of service contracts, preparations of PGMs for all admin supplies and guidance on administrative procedures
• Undertake missions to field locations to review administrative arrangements and make appropriate recommendations as required
• Recommend and prepare estimates on office premises, supplies and equipment requirements for budget preparation purposes
• Assist zonal offices in the establishment and maintenance of administrative services
• Prepare, monitor and control the administrative budget
• Ensure 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
• Ensure the timely and cost-effective provision of basic office services, including space management, equipment, communications and security, to enhance staff safety and productivity
• Support the approaches of interagency operations management
• Negotiate and oversee matters relating to office premises, utilities and services with vendors and agencies
• Manage properties of administrative supplies, office equipment and vehicles, updating inventory of items
• Serve as ex-officio member to the Property Survey Board
• Prepare Property Survey Board submissions for the senior operations officer
• Prepare minutes of meetings and assist the senior operations officer in executing PSB recommendations approved by the head of office
• Supervise adequate and appropriate use of supplies
• Ensure that services and maintenance of premises are in accordance with organisational standards
• Ensure that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations
• Review all contractual arrangements related to administrative support
• Propose to supervisor any changes that may be required
• Monitor payments against contractual obligations
• Develop training programmes to enhance effective performance and efficiency in admin
• Implement staff learning and development programme activities for capacity building
• Conduct workshops for staff competency building, staff learning and development and career development

Requirements

• Advanced university degree in Social Sciences, Business Management, Administration, Finance, or a related discipline
• Five years, minimum, of relevant professional work experience
• National and international experience in office management, administration, finance, accounting, ICT, human resources, supply or any other relevant function
• Experience in emergency duty station
• Fluency in English
• Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset

To apply and for more information, click here.

Photo source: UNICEF