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Administrative Specialist, P-4, Juba, South Sudan

Juba (New)

As the manager and functional expert of administrative management services in a medium or large country/area office, the incumbent is accountable for provision of managerial leadership and policy guidance for achievement of effective administrative service management and staff capacity development. Ensures management of administrative staff for cost effective, quality and efficient administrative operations in support of office administration and the country programmes. Ensures that the office’s administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations.

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, an advocate...

UNICEF South Sudan faces a complex operating environment, with challenges related to conflict and lack of road infrastructure. Our work has been focusing on lifesaving needs, tackling issues such as acute malnutrition, displacement and insecurity, and basic health. We are also continuing with regular programming, such as providing routine and supplementary immunization services, safe drinking water, access to sanitation, and strengthening early childhood development.

Join our team and help us make sure every child has a champion.

How can you make a difference?

As the manager and functional expert of administrative management services in a medium or large country/area office, the incumbent is accountable for provision of managerial leadership and policy guidance for achievement of effective administrative service management and staff capacity development.  Ensures management of administrative staff for cost effective, quality and efficient administrative operations in support of office administration and the country programmes.  Ensures that the office’s administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations.  

Policy, procedures and strategies

  • As technical 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 authoritative advice and administrative support.  Decides on the appropriate application and interpretation of administrative rules, regulations, policies and procedures.  Ensures arriving and departing staff are briefed on administrative procedures and requirements. 
  • Coordinates with the Regional 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 substantive 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 the supervisor abreast of potential problem areas, and identifies and recommends solutions.  Prepares reports on administrative matters. 
  • Oversees administrative support and services to field offices and sub-offices including preparation and funding of service contracts, preparations of PGMs for all administrative supplies and guidance on administrative procedures.  
  • Undertakes missions to field locations to review administrative arrangements and makes appropriate recommendations as required.  

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

  • Manages the budget in close coordination with the Chief of Operations to ensure that objectives stipulated early in the fiscal year are realized for smooth operations of the Country Office/sub-office, 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.

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 head of office or Chief of Operations, prepares minutes of meetings and assists in executing PSB recommendations approved by the Head of Office.
  • Oversees to ensures that services and maintenance of premises are in accordance with organizational standards

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.

Staff learning and development

  • Develops training programmes to enhance effective performance and efficiency in admin services management.  Organizes innovative staff learning and development programme activities for capacity building. Organizes workshops for staff competency building, staff learning and development, career development. Provides coaching and counselling to the staff on performance enhancement/ development.

Partnership, coordination and collaboration

  • Develops 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.

Performs any other duties and responsibilities assigned as required

  • Provides quality services to beneficiaries in a timely and cost effective manner by 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…

  • Experience: Advanced university degree in social sciences, business management, administration, finance, or any other relevant field of discipline.
  • Education: Eight 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. 
  • Language:Fluency in English is required.

For every Child, you demonstrate…

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

The technical competencies required for this post are….

Core Competencies (Required)

  • Communication  [II] 
  • Working with People  [II]
  • Drive for Results  [II]

Functional Competencies (Required)

  • Analyzing [II] 
  • Applying Technical Expertise [II]
  • Leading and Supervising [II]  
  • Formulating Strategies and Concepts  [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:

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 is committed to diversity and inclusion within its workforce, and encourages qualified candidates from all backgrounds to apply

* The successful candidate for this emergency recruitment MUST be available to commence work within 31 days of receiving an offer.

* Please note that is a non-family duty station.

Employment is conditional upon receipt of medical clearance, any clearance required, the grant of a visa, and completion of any other pre-employment criteria that UNICEF may establish. Candidates may not be further considered or offers of employment may be withdrawn if these conditions are unlikely to be met before the date for commencement of service

 

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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  • Organization: UNICEF - United Nations Children’s Fund
  • Location: Juba (New)
  • Grade: P-4, International Professional - Internationally recruited position - Mid level
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: 2018-08-22

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