Internal vacancy announcement : Administrative Specialist, NO-C, FT, Kinshasa-DRC

Mid Admin

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. 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, hope

As the manager and specialist of administrative management services typically in a small to medium size country office, 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.

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, Chief of Operations 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 Chief of 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 Senior Operations Officer; prepares minutes of meetings and assists the Senior Operations Officer 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.

JOB GRADE FACTORS

• Manages and supervises to ensure effective administrative operations for a small to medium 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 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, French, Russian or Spanish) or a local language is an asset
4. UNICEF values and competency Required (based on the updated Framework)

i) Core Values

• Care
• Respect
• Integrity
• Trust
• Accountability
• Sustainability

ii) 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)

or

Core Competencies (For Staff without Supervisory Responsibilities)

• Demonstrates Self Awareness and Ethical Awareness (1)
• Works Collaboratively with others (1)
• Builds and Maintains Partnerships (1)
• Innovates and Embraces Change (1)
• Thinks and Acts Strategically (1)
• Drive to achieve impactful results (1)
• Manages ambiguity and complexity (1)

5. Technical Knowledge

a) Specific Technical Knowledge Required (for the job)

• 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

For every Child, you demonstrate...

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

UNICEF competencies required for this post are…

(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

[add the 8th competency (Nurtures, leads and manages people) for supervisory role]

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic. We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements. 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 is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. 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:

[Remove below text if not a child safeguarding elevated risk role]

[If applicable] This position has been assessed as an elevated risk role for Child Safeguarding purposes as it is:a role with direct contact with children, works directly with children, is a safeguarding response role. Additional vetting and assessment for elevated risk roles in child safeguarding (potentially including additional criminal background checks) applies.

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable [Insert diversity profile] are encouraged to apply.

[If Applicable] Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

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 are also 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.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

Female candidates are strongly encouraged to apply!

Apply now

Added 11 months ago - Updated 11 months ago - Source: unicef.org