Administrative & Finance Officer, NOB, Lebanon Beirut, PN

Contract

This is a NO-2 contract. This kind of contract is known as National Professional Officers. It is normally only for nationals. It's a staff contract. More about NO-2 contracts.

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, Chance

As focal point of administrative management services in a country or sub-country office, the incumbent is accountable for delivery of efficient and cost effective administrative support services, providing guidance for operations of administrative support services and management of administrative staff. Ensures the office’s administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations.

How can you make a difference?

1. Policy, procedures and strategies

As functional focal point, accountable for the correct and consistent application of policies and procedures in the assigned administrative functions through the provision of guidance and support to the country office or sub‑office where applicable.

Contribute to strategic planning and monitoring of administrative matters at country/sub-country level as necessary. Provides practical input on implementation of administrative guidelines, in close coordination with the head of office, operation staff/ supervisor.

Support supervisor and the head of the office, and update staff on administrative policies, procedures rules and regulation. Implement the appropriate application and interpretation of administrative rules, regulations, policies and procedures. Brief and assiss arriving and departing staff on basic administrative procedures and requirements.

Make specific recommendations on the improvement of systems and internal controls, planning, restructuring and resolution of sensitive issues, taking into account the prevailing conditions in the locality.

Keep supervisor abreast of potential problem areas, and identifies and recommends solutions. Prepares reports on administrative matters as required.

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

Undertake missions to field locations to review administrative arrangements and makes appropriate recommendations where applicable.

2. Budget management

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

Recommend and prepare estimates on office premises, supplies and equipment requirements for budget preparation purposes. Assist zone offices in the establishment and maintenance of administrative services. Prepares, monitors and controls the administrative budget.

3. Administrative support and services

Undertake delivery and improvement in administrative support and office services 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 Inter-Agency Operations Management Team's approaches for enhancing UN

common services to attain efficiencies and effectiveness.

Help negotiate and administer matters relating to office premises, utilities and services with vendors and agencies.Ensures the timely and cost-effective provision of basic offices services including space management, equipment, communications, and security to enhance staff safety and productivity.

Manage official travel – local and international – through coordination and negotiations with travel agency and airlines, liaison with embassies and Ministries, management of shipments, Travel Authorizations and other related documentation ensuring conformance to organizational policies and procedures.

Manage Protocol related functions including liaison with concerned Ministries and embassies ensuring formalities for settling down IPs at Beirut and Field Offices are fully met and provides support with visa related formalities for UNICEF official visitors. Supports the Inter-Agency Operations Management Team's approaches for enhancing UN common services to attain efficiencies and effectiveness.

Negotiate and supervises matters relating to office premises, utilities, and services with vendors /agencies.

4. Property management

Supports property management of administrative supplies, office equipment and vehicles, updating inventory of items, serving as ex-officio member to the Property Survey Board where applicable. Assists supervisor in Property Survey Board submissions, preparing minutes of meetings. Assists supervisor in executing PSB recommendations approved by the Head of Office.

Manage the process of administration and management of UNICEF owned property and equipment as well as leased premises and equipment as per UNICEF relevant policies and procedures.

Manage 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.

Prepare Property Survey Board submissions for the Deputy Representative Operations; prepares minutes of meetings and assists the Deputy Representative Operations in executing PSB recommendations approved by the Head of Office.

Responsible for negotiating and administering all premises at Beirut and 3 field offices, including coordination with Headquarters for signing of office leases, facilitating processing of MOUs with other UN agencies for common premises, Government Ministries and Departments and other local bodies and authorities. Ensures that services and maintenance of premises are in accordance with organizational standards.

Supervise adequate and appropriate use of supplies

Monitor and supervise adequate and appropriate use of supplies. Ensure that services and maintenance of premises are in accordance with organizational standards.

5. Contract arrangement and control

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

Participate in the reviews of the 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.

Monitor payments against contractual obligations.

6. Staff learning and development

Collaborate on the development of training activities to ensure effective performance in administrative services management. Implements effective staff learning and development programme activities for capacity building. Helps organize workshops for staff’s competency building, and staff learning and development.

7. Partnership, coordination and collaboration

As required, under direction of the supervisor, collaborates with other agencies, local authorities and implementing partners on administrative matters including information exchange and harmonization.

Facilitate 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.

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

Coordinate field emergency services.

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

To qualify as an advocate for every child you will have…

Education

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

Work Experience

Two years of relevant professional work experience with 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.

Languages: English and Arabic Required, French is an asset

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...

Core Competencies (Required)

• 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)
• Drives to achieve impactful results (2)
• Manages ambiguity and complexity (2)

Functional Competencies (Required)

• Analyzing (1)
• Applying Technical Expertise (2)
• Following Instructions and Procedures (2)
• Planning and Organizing (2)

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.