Administrative Officer - -NOA - Fixed Term- Open to nationals of Papua New Guinea only

Come and join our team support the UNICEF Papua New Guinea’s Operations section to provide the professional Administration support to all the programmes operating in PNG – Post#103506 UNICEF works in 190 countries and territories to protect the rights of every child. UNICEF has spent 70 years working to improve the lives of children and their families. Defending children's rights throughout their lives requires a global presence, aiming to produce results and understand their effects. UNICEF believes all children have a right to survive, thrive and fulfill their potential – to the benefit of a better world. UNICEF Papua New Guinea has more than 30 people working to promote and protect the rights of children. We aim to provide the best quality of life for every Papuan child through programmes that help them survive and flourish. Our vision is of a country where all children in Papua New Guinea enjoy their rights and have a bright future within caring and protective families and communities. As a leading child rights advocacy organization, UNICEF Papua New Guinea will advocate that every child in PNG has the environment they need for their growth, development and security; increase the number of organizations involved in securing the highest standards of care for children and the fulfillment of their rights; and, as managers of resources for all children, operate in a way that is transparent, effective and accountable. Please read more on UNICEF Papua New Guinea programs: https://www.unicef.org/png/

How can you make a difference? 

Under the general guidance of the Chief of Operations, and as the focal point of administrative management services in the country office, the incumbent is accountable for delivery of efficient and cost effective administrative support services, providing guidance for operations of administrative support services and management of administrative staff.  Ensures the office’s administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations.  The incumbent of this post supervises 1 Admin Assistant at the general service G-5 level.

KEY END-RESULTS

1.  Appropriate 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. 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 are 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 active staff learning/development programmes in the area of administrative management and services. 

7. Any other assigned administrative management responsibilities and services are effectively carried out and delivered. 

Detailed Tasks and Duties

1. Policy, procedures and strategies

Accountable for the correct and consistent application of policies and procedures in the assigned administrative functions through the provision of guidance and support to the country office. Briefs and assists arriving and departing staff on basic administrative procedures and requirements. 

Contributes to strategic planning and monitoring of administrative matters as necessary.  Provides practical input on implementation of administrative guidelines, in close coordination with the Chief of Operations. 

Makes specific recommendations on the improvement of systems and internal controls, planning, restructuring and resolution of sensitive issues, taking into account the prevailing conditions in the locality.

Keeps supervisor abreast of potential problem areas, and identifies and recommends solutions. 

2. Budget management

Monitors the administration budget in close coordination with supervisor to ensure that objectives stipulated early in the fiscal year are realized for smooth operations of the office.  Recommends and prepares estimates on office premises, supplies and equipment requirements for budget preparation purposes.   

3. Administrative support and services

Undertakes delivery and improvement in administrative support and office services 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.

Efficient support of all travel and protocol/visa related issues for all staff (national and international), field visits, staff on missions, consultants, and high profile visits/mission to the office, etc.

Ensures the timely and cost-effective provision of basic office 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. 

Helps negotiate and administer matters relating to office premises, utilities and services with vendors and agencies. 

4. Property management

Supports property 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. 

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.  Participates in the reviews of the 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.  Monitors payments against contractual obligations.

6. Staff learning and development

Collaborates on the development of training activities to ensure effective performance in administrative services management.  Implements effective staff learning and development programme activities for capacity building.  Helps organize workshops for staff’s competency building, and staff learning and development. 

7. Partnership, coordination and collaboration

As required, under direction of the supervisor, collaborates with other agencies, local authorities and implementing partners on administrative matters including information exchange and harmonization. 

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

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

Advanced* University Degree in business management, public administration, or any other relevant field of discipline. 

Two years of both national and International work experience in office management, administration, or any other relevant function.  Experience in an international organization and/or large corporation is an asset.

Previous work experience in emergency context is an asset.

*First University degree may exceptionally be accepted if companied with three professional solid experience in office administration.

Advanced knowledge of Microsoft Office, especially Excel required.

Fluency in English is required.

For every Child, you demonstrate…

Our core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results. Functional Competencies: Leading and Supervising, Formulating Strategies and Concepts, Analyzing, Relating and Networking, Deciding and Initiating Action (, Applying Technical Expertise.   To view our competency framework, please click here. UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.

Open to Nationals of Papua New Guinea only.