Administrative Specialist, P3, N'Djamena, Fixed Term

Contract

This is a P-3 contract. This kind of contract is known as Professional and Director staff. It is normally internationally recruited only. It's a staff contract. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be between 74,649 USD and 97,747 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

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,

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programmes, 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. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. 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. UNICEF’s HIV response for children must ensure that neither age, poverty, gender inequality, nor social exclusion determine access to life saving HIV prevention, treatment and care. UNICEF and its partners’ responses ensure all children are born free of HIV, and remain HIV-free for the first two decades of life, from birth through adolescence. It means that all children living with HIV have access to the treatment, care and support they need to remain alive and healthy. This is UNICEF’s vision of an AIDS-free generation starting with children. Ending AIDS among children is vital to ending the AIDS epidemic as a public health threat by 2030 – the overarching goal of the Joint United Nations Programme on HIV/AIDS (UNAIDS) of which UNICEF is a cofounding partner.

How can you make a difference?

KEY END-RESULTS 1. Appropriate and consistent interpretation and application of administrative policy and procedures are timely implemented to support operations at the country and sub-country levels. 2. The budget preparation and implementation are properly administered, monitored and controlled in the area of administrative management and services. 3. Supervision and leadership in management and operations of delivery and improvement in administrative support services are timely and effectively provided, and security arrangements are well established for enhanced safety and security. 4. Property management of administrative supplies, office equipment, vehicles and other properties is effectively performed. 5. All administrative transactions and arrangements of contracts satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations. 6. Staff capacity is enhanced through organized staff learning/development programmes in the area of administrative management and services. 7. Effective working relations are maintained with other agencies, local authorities and implementing partners. 8. Any other assigned administrative management responsibilities and services are effectively carried out and delivered.

KEY ACCOUNTABILITIES and DUTIES & TASKS Within the delegated authority and under the given organizational set-up, the incumbent may be assigned the primarily, shared, or contributory accountabilities for all or part of the following areas of major duties and key end-results. 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. 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, Deputy Representative Operations and DFAM. Advises the Deputy Representative Operations and 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. 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 country and sub-country offices where applicable, including preparation and funding of service contracts, preparations of Purchase Requisitions for all administrative supplies and creates AMR for the office properties when required. Undertakes missions to field locations to review administrative arrangements and makes appropriate recommendations as required.

2. Budget management Monitors the budget in close coordination with the Deputy Representative Operations to ensure that objectives stipulated early in the fiscal year are realized for smooth operation of the country office/sub offices, where applicable. 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. 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 Deputy Representative Operations ; prepares minutes of meetings and assists the Deputy Representative Operations in executing PSB recommendations approved by the Head of Office. Supervises 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. 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 administrative 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 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. 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.

Technical Knowledge a) Specific Technical Knowledge Required (for the job) (Technical knowledge requirements specific to the job can be added here as required.)

• Specialized knowledge to perform the administrative service management functions of the job at competent level. (UNICEF administrative, accounts/finance, HR, budget, and supply manuals and instructions.) • Security Handbook. • UNICEF Mid-Term Strategic Plan (MTSP) as it relates to administrative service management.

b) Common Technical Knowledge Required (for the job group)

• Principles of office management, operations management, programme management and administration. • Administrative service management's goals, visions, positions, policies, and strategies • Information and Communication Technology administration. • Supply operations, logistics and purchasing administration. • Rights-based and Results-based management and programming approach in UNICEF. • UNICEF emergency programme policies, goals, strategies, approaches and procedures. • Gender equality and diversity awareness c) Technical Knowledge to be Acquired/Enhanced (for the Job) • UN policies and strategy to address issues in harmonization of administrative service management and operations in the common system. • UNICEF positions about UN common approaches to administrative service management and operations issues. • UN security guidelines. • Government regulations and laws in the locality pertinent to administrative service management and operations.

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

1. Education

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

2. Work Experience

Five years of relevant professional work experience. 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.

3. Language Proficiency Fluency in French and English is required. Knowledge of another official UN language (Arabic, Chinese, Russian or Spanish) or a local language is an asset

For every Child, you demonstrate...

UNICEF's values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAS).

The UNICEF competencies required for this post are...

Core Competencies (For Staff with Supervisory Responsibilities) *

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

To view our competency framework, please visit 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.

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.

UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.