Fixed Term: Administrative Specialist, NOC, Islamabad, Pakistan

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 toughest places, to reach the world most disadvantaged children. To save their lives. To defend their rights. To help them fulfil 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, hope!

Pakistan was the sixth country in the world to sign and ratify the Convention on the Rights of the Child, less than one year after it was adopted by the United Nations General Assembly in 1989. However, children and adolescents living in Pakistan still face acute challenges.

UNICEF supports the Government of Pakistan to accelerate progress for children, work to achieve the Sustainable Development Goals (SDGs) and help children realize their rights under the Convention on the Rights of Children. This will be made through, among other things, strong partnerships with provincial authorities, teachers and health professionals, frontline workers and social mobilisers, communities and families, and of course the children and adolescents themselves.

In particular, UNICEF will work so that:

• Every child survives and thrives -- being in good health, immunized, protected from polio and accessing nutritious food.
• Every child learns.
• Every child is protected from violence and exploitation and registered at birth.
• Every child lives in a safe and clean environment, with access to safe drinking water and adequate sanitation.

To learn more about UNICEF work in Pakistan, please visit the country website www.unicef.org/pakistan and videos on YouTube and Vimeo

As the manager and specialist of administrative management services, the incumbent is accountable for provision of managerial leadership and policy guidance for achievement of effective administrative service management and staff capacity development. Collaborate with Operations management efficient administrative operations 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.

To make a difference, the incumbent shall be responsible for following key strategic functions, accountabilities and related duties/ tasks;

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 Program, Deputy Representative Operations, Admin/Finance Manager 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.
• 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 PGMs for all administrative supplies. 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 Administrative and Finance Manager, Deputy Representative Operations and Deputy Representative Program 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. Acts as Property Survey Board secretory responsible for PSB submissions; prepares minutes of meetings and supports 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 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

• 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.

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

• Advanced university degree (Master’s or above) in social sciences, business management, administration, finance, or any other relevant field of discipline.
• *A first University Degree (Bachelor’s) in a relevant field combined with 2 additional years of professional experience may be accepted in lieu of an Advanced University Degree.
• A minimum of five years of relevant professional work experience.
• Experience working in office management, administration and/ or combined with finance, accounting, ICT, human resources, supply or any other relevant function.
• Very good understanding and working experience of facilities management is an asset.
• International work experience in relevant area(s) is an asset.
• Work experience in emergency duty station and humanitarian context is an asset.
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

For every Child, you demonstrate...

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

The competencies required for this post are 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 Results for Impact (2), Manages Ambiguity and Complexity (2)

To view our competency framework, please visit here.

Click here to learn more about UNICEF’s values and competencies.

Life at UNICEF

Working at UNICEF is highly rewarding. With attractive remuneration package encompassing competitive pay and benefits, a culture that helps staff thrive and diverse opportunities for personal and professional development, we aim to help you maintain a fulfilling life both at and outside the office.

We make sure you and your loved ones receive the resources and care that you need to thrive. Our contracts, benefits and wellbeing policies and initiatives ensure that you are well equipped to effectively deliver for children such as;

• Tax exemption, family allowances, hardship benefits, 10 UN holidays and annual leave allowance, maternity, paternity, adoption leave, medical and dental insurance, pension etc.
• Career support, staff wellbeing programme, breastfeeding policy, flexible work arrangements, childcare room, family support, policies & initiatives, security etc.

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.

Female candidates are encouraged to apply.

Remarks:

• Verified Higher Education Commission (HEC) Attested Degree(s) are a pre-requisite for employment at UNICEF. During the recruitment process candidates will be required to present HEC attested degrees/certificates.
• Only shortlisted candidates will be contacted and advance to the next stage of the selection process.