Administrative Specialist, NOC/FT, Islamabad #15163, Req No. 512224 (For Pakistan Nationals Only)

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. Ensure collaboration with all other UN agencies to accelerate implementation of the Harmonized Business practices for administrative initiatives in line within Reform/coherence.

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, results!

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.

Ensure collaboration with all other UN agencies to accelerate implementation of the Harmonized Business practices for administrative initiatives in line within Reform/coherence.

How can you make a difference?

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, Administrative and Finance Manager and DFAM.  
• Advises the head of the office and updates staff on administrative policies, procedures rules and regulations, in line with the UN Coherence and Harmonization principles, 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/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 Administrative 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 Chief of Operations; prepares minutes of meetings and assists the Chief of 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.  Negotiate cost effective administrative contractual arrangements with service providers as well as with implementing partners as required
• 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 (UN , Bilateral and NGOs),  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 required for administration within the office working closely with the clusters coordinators (Health, Nutrition, Wash and protection) in line with the Interagency standing Committee (IASC) and the needs as identified by the Humanitarian Country team (HCT).

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 in social sciences, business management, administration, finance, or any other relevant field of discipline.
• A minimum of 5 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.
• Fluency in English and another UN language.

For every Child, you demonstrate…

UNICEF’s core values of Commitment, Diversity and Integrity and core competencies in Communication (II), Working with People (II) and Drive for Results (II).

The core and technical competencies required for this post are:

• Formulating Strategies and Concepts (II)
• Analyzing (II)
• Leading and Supervising (II)
• Applying Technical Expertise (II)
• Planning and Organizing (III)

View our competency framework at

http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

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.

Remarks:

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

HEC Attested degrees are a pre-requisite for employment at UNICEF. During the recruitment process candidates will be required to present HEC attested degrees.