Senior Administrative and Supply Associate, GS7, Maputo, Mozambique

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education.

Salary

The salary for this job should be more than 2,753 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, a new idea

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.

The Country Programme of Cooperation between the Government of Mozambique and UNICEF (CPD) for 2022-2026 aims to support Mozambique to accelerate efforts towards achieving the targets of the 2030 Agenda for Sustainable Development and meeting its commitment to respect, protect and fulfil the rights of children, in line with the Convention on the Rights of the Child (CRC) and the Core Commitments for Children in Humanitarian Action. It derives from the United Nations Sustainable Development Cooperation Framework (UNSDCF), 2022–2026 and aligns with the Government Five-Year Plan 2020–2024, the National Development Strategy 2015–2035 and relevant sector policies and programmes.

For more information about UNICEF Mozambique's work please follow this link.

You can also access and explore all new UNICEF vacancies via the UNICEF Mozambique website link herein.

How can you make a difference?

Under the direct supervision of the Administrative Specialist undertakes administrative management support services in Mozambique Country Office and Zonal Offices, the incumbent assists in ensuring efficient and cost-effective administrative support services, providing guidance to administrative staff as well and supporting staff in office administrative assignments. Ensures the office’s administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations.

Summary of key functions/accountabilities:

1. A****ppropriate and consistent interpretation and application of administrative policy and procedures timely implemented to support operations at the country or sub-country levels.

• Provides practical input on implementation of administrative guidelines, in close coordination with the head of office, operation staff/ supervisor.
• Supports supervisor and the head of the office, and updates staff on administrative policies, procedures rules and regulation. Implements the appropriate application and interpretation of administrative rules, regulations, policies and procedures. Briefs and assists arriving and departing staff on basic administrative procedures and requirements.
• Contributes to recommendations on the improvement of internal controls systems taking into account the prevailing conditions in the locality.
• Keeps supervisor abreast of potential problem areas, prepares reports on administrative matters as required.
• Provides 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 admin supplies and guidance on administrative procedures.

2. The budget preparation and implementation are properly administered in the area of administrative management and services.

• Assists supervisor in preparing estimates on office premises, supplies and equipment requirements for budget preparation purposes.
• Assists zone offices in the establishment and maintenance of administrative services and the administrative budget.

3. Operations of delivery of administrative support services are timely and effectively provided, and security arrangements are well established for enhanced safety and security.

• Assists Chief Operations and/or Chief of Field offices in the establishment and maintenance security arrangements and related administrative services.
• Supervises drivers, manages transport requests and proper use of Country office motor vehicles per UNICEF policy.
• Responsible for efficient and effective use of UNICEF resources in travel management

4. Property management of administrative supplies assistance ensures, office equipment, vehicles and other properties is effectively maintained

• Supports 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.
• Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
• Supports management of office supplies, office equipment, and updating inventory of items.
• Monitors and supervises adequate and appropriate use of office supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
• Arranges for the purchase and timely distribution of office supplies.

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.

• Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.
• Contributes to the reviews of 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 goods and services. Proposes to supervisor any changes that may be required.
• Manages administrative low value supply requisitions received from sections, ensuring accuracy of specifications of items and confirms availability of funds, obtaining additional information as necessary. Monitors assigned requisitions to ensure completion of procurement actions in a timely manner.
• Obtains quotations, compiles price tabulations with price ratings and recommendations for placement of LVPO to approved and listed suppliers.
• Ensures continuous availability of data related to low value procurement, including forecasting, requisitions received, orders placed, incoming goods, actual delivery schedules. Prepares periodic reports, and ad-hoc reports as needed.
• Maintains LVPO/contract files with all required procurement documentation (POs, invoices,
• Monitors payments against contractual obligations.

6. Staff learning and development

• Develops training activities to ensure effective performance and efficiency in admin services management. Implements effective staff learning and development programme activities for capacity building. Contributes to workshops for staff’s competency building, staff learning and development, career development.

7. Partnership, coordination and collaboration

• Support effective working relations with other agencies, local authorities and implementing partners on issues relating to administrative matters through information exchange, collaboration, and harmonization. Cooperates with other UN agency counterparts in the UN reform initiatives (including common services and premises agenda, etc.).

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

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

• Completion of Secondary School, University level courses in administration, finance, or any other related field of discipline relevant to the job is an asset.
• 7 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.
• 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, Accountability, Sustainability (CRITAS) and core competencies in the following:

• 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

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 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.

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 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:

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children.

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.

There will be no relocation package offered for this post. The successful candidate will be responsible for his/her own relocation and settlement in the city where the post is based.

There is a salary calculator tool for local staff through this link (https://info.undp.org/gssu/onlinetools/SalCalcLocal/SalCalcLocal.aspx). Please run simulations for an estimate of monthly and annual salary based on the post’s level and location. When running the simulation, please select Mozambique (NEW) as the Duty Station.