Administrative Specialist, NO-C, South Asia Region (SAR), Post Number 1598, New Delhi, India (external)

Contract

This is a NO-3 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-3 contracts.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. UNICEF believes all children have a right to survive, thrive and fulfill their potential – to the benefit of a better world. And we never give up!

Click here to learn more about what makes us proud working for UNICEF!

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. Our workplace policies promote flexible work arrangements, to support all staff in maintaining a healthy life balance, both in and out of the office.

UNICEF prides itself on fostering a multicultural and harmonious work environment, guaranteed by a zero-tolerance policy on sexual exploitation and abuse, and on any kind of harassment, including sexual harassment and discrimination. All selected candidates will undergo rigorous reference and background checks.

For Every Child, AN ADVOCATE

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

How can you make a difference?

If you are a committed, creative professional and are passionate about making a lasting difference for children in the world's thereby ensuring a better future for every child, this is the chance to make a difference.

Purpose of the job:

As the manager and specialist of administrative management services typically in India Country Office, including 13 field offices, the incumbent is accountable for provision of managerial leadership and policy guidance for achievement of effective and efficient administrative services management and staff capacity development in support of the Office and country programmes. Ensures the office’s administrative operations and services are effectively in compliance with the organization's administrative policy, procedures, rules and regulations.

Key functions, accountabilities and related duties/tasks:

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.
• 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 India Country Office in close coordination with the Chief, Administration & Finance and DFAM.
• Advises the Chief, Administration & Finance 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.
• Liaises 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.
• Provides administrative support and services to 13 field offices, including establishment of proper administrative services, 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.

Budget management:

• Monitors Operations budget in close coordination with the Chief, Administration & Finance to ensure that objectives stipulated early in the fiscal year are realized for smooth operation of the country office and field offices.
• Recommends and prepares estimates on office premises, supplies and equipment requirements for budget preparation purposes. Assists field offices in the establishment and maintenance of administrative services. Prepares monitors and controls the administrative budget.

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, protocol services, document reproduction, communications, mail and delivery services, local procurement and bill payments.
• Ensures the timely and cost-effective provision of basic offices services including space management, equipment, communications and security to enhance staff safety and productivity.
• Manages 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.
• Manages Protocol related functions including liaison with concerned Ministries and embassies ensuring formalities for settling down IPs at New Delhi 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.
• Negotiates and supervises matters relating to office premises, utilities and services with vendors /agencies.

Property management:

• Manages 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.
• 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, Administration & Finance; prepares minutes of meetings and assists the Chief, Administration & Finance in executing PSB recommendations approved by the Head of Office.
• Responsible for negotiating and administering all premises at New Delhi and 13 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.
• Supervises adequate and appropriate use of supplies.

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 and manages all contractual arrangements related to administrative support (i.e. courier, premises maintenance, ancillary administrative support, vehicle maintenance, travel agency, 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.

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.

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.

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.
• Manages and supervises to ensure effective administrative operations for a large size country office total budget and number of staff members, engaging in all the areas of administrative service management.
• Directly manages the administrative function of the Office by leading a team of administrative service staff of the Section.
• Makes viable recommendations on implementation/innovation of administrative policy and procedures, and optimal utilization of UNICEF’s resources.
• As a professional specialist as well as manager in the area of administrative service management, provides accurate and sound policy interpretation and application at the country level, based on the thorough knowledge of UNICEF’s administrative policy, procedures, rules and regulations. Provides substantive input to the development of administrative policies, systems and procedures
• Participates substantially in strategic planning in the area of administrative service management of the Office, taking initiative in developing and implementing improved management systems.

To qualify as a champion for every child you will have…

Education: Advanced university degree in social sciences, business management, administration, finance, or any other relevant field of discipline.

Experience: Five years of relevant professional work experience in office management and administration

Language: Fluency in English, and knowledge of the local language at the duty station

For every Child, you demonstrate…

Core Values:

• Care
• Respect
• Integrity
• Trust
• Accountability

Core competencies (Level 2):

• Builds and maintains partnerships
• Demonstrates self-awareness and ethical awareness
• Drive to achieve results for impact
• Innovates and embraces change
• Manages ambiguity and complexity
• Thinks and acts strategically
• Works collaboratively with others
• Nurtures, leads and manages people

To view our competency framework, please click here.

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.

UNICEF is committed to promote the protection and safeguarding of all children.

Remarks:

• This position is based in New Delhi (India).
• Selected applicant will have an initial two (2) year fixed-term contract, with possibility of extension subject to satisfactory performance.
• Only shortlisted candidates will be notified and advance to the next stage of the selection process, which involves various assessments.
• UNICEF only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
• UNICEF does not charge a fee at any stage of the recruitment process including application, interview, meeting, traveling, processing, training etc.
• For more information about UNICEF India, please refer to the link below: - http://unicef.in/