Opportunities at The United Nations Children's Fund (UNICEF)

Purpose for the Job

• Under the supervision and guidance of the Supply Manager in the country office, the Supply Assistant shall support in the procurement of programme and operational supplies in an efficient, timely  and cost effective manner.
• The supply assistant will assist in the procurement, receipt, warehousing, distribution and monitoring of UNICEF's supplies & equipment to the assisted-government projects in support of the country programme in Nigeria.

Summary of key functions/Accountabilities
1.) Support to country office supply planning process and its execution:

• Researches into the market and intranet to ensure adequate price information, realistic DATs are set in the planning stages.
• Liaison with all sections assigned to him/her to ensure the supply plan is in place and collated before the end of first quarter.
• Ensure all collated supply plan are well documented, stored and monitored for proper execution.

2.) Support to programme and operations colleagues in the issuance of purchase requisitions:

• Interact with Programme / operation Sections in the preparation and issuance of appropriate documents i.e. Supply Requisitions (accuracy in the specifications, budget estimates, realistic DATs and coding in line with Supply Manual).
• Undertakes reconciliation and adjustments of expenditures on requisitions, recording proof of delivery for GIT (goods in transit) updates, monitoring of Contracts for closure, etc

3.) Support in market survey and maintains an effective and robust supplier database:

• Researches into the open market and intranet to ppre-qualify suitable vendors as need arises and ensuring adequate records of these vendors in VISION.
• Maintaining a chronological filing system for vendors
• Analyzing vendor performance at the end of every year and recommend non performing vendors to the Supply and Logistic Manager for appropriate action.

4.) Prepares bidding documents, draft CRC submission, raise POs, sets realistic DATs to ensure prompt delivery and keeping adequate records of all transactions:

• Prepares bidding documents (e.g RFQ/RFP, ITB) circulation same to UNICEF registered vendors, conducts bid opening in liaison with supervisor and other sections, bid tabulation, draft CRC submission and raise PO.
• Monitoring POs to ensure UNICEF obtains delivery promptly and according to the set DATs
• Conducts pre-delivery inspection of high value POs as per supply manual and NCO supply SoP. Documenting the results and filing them appropriately
• Prepares monitoring and reporting information for supervisor on status of PO and requisition on weekly basis for effective monitoring of performance indicators.

5.) Support in knowledge management and capacity building of both supply colleagues and implementing partners:

• Conducts end user monitoring in liaison with programme colleagues and recording gaps in that process
• Supports capacity development activities to colleagues and government partners related to performance monitoring, good procurement and logistic practices
• Preparing training materials and participating on exercises pertaining to supply and logistics chain value system

Educational Qualifications and Work Experience

• Completion of secondary education, preferably supplemented by technical or university courses related to Supply and Procurement.
• A minimum of 6 years of progressively responsible work experience in the functional area of supply and procurement.
• Fluency in English. Knowledge of another UN language and  local language of the duty station, an asset.

Competencies and level of proficiency required:
Core Values:

• Commitment
• Diversity and inclusion
• Integrity

Core competencies:

• Communication (II)
• Working with people (II)
• Drive for results (II)

Functional Competencies:

• Drive for result
• Analyzing (II)
• Applying technical expertise (II)
• Planning and organizing (II)
• Following Instructions and Procedures (II)

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Purpose of the Position

• Accountable for formulation, design, planning, implementing, monitoring and evaluation of WASH programme to ensure overall efficiency and effectiveness of the programme management, delivery and accomplishment of programme goals and objectives.

Key Expected Results

• Timely sectoral analysis, input, support and collaboration to the Situation Analysis and its periodic update made for effective programme planning, development and management, including emergency preparedness and response.
• Knowledge management effectively promoted through drafting/finalizing key WASH sectoral programme documents and reports, sharing good practice, lessons learned, and knowledge/information exchange.
• Quality of rights-based WASH programmes effectively promoted, and coherence, synergy and value added to programme management process through results-based management and strategies.
• Sectoral work plan and activities formulated, implemented and monitored, ensuring alignment with the defined programme strategies and approaches. Programme monitored with special attention to gender/sex disaggregation of relevant indicators.
• Programme delivery, evaluation and reporting carried out efficiently, rigorously and transparently in compliance with the established guidelines and procedures.
• UNICEF's global goals effectively promoted through advocacy and policy dialogue in the WASH sector.
• Proper and timely UNICEF and Government accountability ensured regarding supply, non-supply and emergency assistance as well as disbursement of programme funds for the WASH sector.
• Effective communication and networking achieved through partnership and collaboration including support to the IASC WASH Cluster.

Qualifications of Successful Candidate

• Advanced university degree in one of the disciplines relevant to the following areas: Public Health, Civil Engineering, Mechanical Engineering, Geology, Hydrology, Sanitation Engineering, or a field relevant to international WASH related development assistance.
• Additional training in Health Education or Communication for Development (Programme Communication), an asset.
• Five years of progressively responsible professional work experience in the UN or other international development organization, national government or the private sector. Field work experience.
• Background/familiarity with Emergency (preparedness and response) and the IASC Cluster approach.
• Fluency in English and local working language of the duty

Competencies of Successful Candidate
Core Values:

• Commitment
• Diversity and inclusion
• Integrity

Core competencies:

• Communication
• Working with people
• Drive for results

Functional Competencies:

• Leading and Supervising
• Formulating Strategies and Concepts
• Analyzing
• Relating and Networking
• Deciding and Initiating Action
• Applying Technical Expertise

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Purpose of the Position
The incumbent is accountable for fundraising and building education partnerships (public and private), working through networks (public and private), ensuring leveraging of funds to achieve results, identifying inequities and ensuring budgeted equity-based State level Education Sector Plans in focus states, accomplishment of programme outputs, develop quarterly budgets and reports, planning, monitoring and reporting as required of progress.

Key Expected Results

• Support to programs/projects development and planning
• Program management, monitoring and delivery of results
• Technical and operational support to program implementation
• Networking and partnership building
• Innovation, knowledge management and capacity building

Qualifications of Successful Candidate

• Advanced university degree in development studies, education, economics, or a relevant related field. Postgraduate degree in communication and/or public policy are desirable
• Five years of professional work experience in policy advocacy/communication, partnership building, working through networks and resource mobilization to achieve results
• Technical knowledge and experience in Education; Primary Education, and/or Educational Planning
• Experience working in the UN or other international development organization an asset. Experience in national level development assistance is an asset.
• Knowledge of the global commitment on aid effectiveness, including the Paris Declaration on Aid Effectiveness, the Accra Agenda for Action as well as knowledge of the Global Programme Partnerships (GPPs).
• Leadership in identifying, encouraging and mentoring capable women.
• Excellent written and oral communication skills in English.

Competencies of Successful Candidate
Core Values:

• Commitment
• Diversity and inclusion
• Integrity

Core competencies:

• Communication
• Working with people
• Drive for results

Functional Competencies:

• Leading and supervising
• Formulating strategies and concepts
• Analyzing
• Relating and networking
• Deciding and Initiating action
• Applying technical expertise

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Purpose of the Post

• 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.

Key End-Results

• Appropriate interpretation and application of administrative policy and procedures are timely implemented to support operations at the country and sub-country levels.
• The budget preparation and implementation are properly administered, monitored and controlled in the area of administrative management and services. 
• 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. 
• Property management of administrative supplies, office equipment, vehicles and other properties are effectively performed.
• All administrative transactions and arrangements of contracts satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations. 
• Staff capacity is enhanced through active staff learning/development programmes in the area of administrative management and services. 
• Effective working relations are maintained with other agencies, local authorities and implementing partners.

Key Accountabilities 
1.) Policy, procedures and strategies:

• As technical professional 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 contribute 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 well briefed on all necessary 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 and problems, 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 sub-country (zone) offices and out postings including preparation and funding of service contracts, preparations of PGMs for all admin supplies and guidance on administrative procedures.
• Undertakes missions to field locations to review administrative arrangements and makes appropriate recommendations as required.

2.) Budget management:

• 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 offices including sub-country (zone) and out postings 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 oversees matters relating to office premises, utilities and services with vendors and agencies.

Duties & Tasks
1.) Policy, procedures and strategies:

• As functional focal point, 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 or sub‑office where applicable. 
• Contributes to strategic planning and monitoring of administrative matters at country/sub-country level as necessary.  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.
• 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. 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 administrative supplies and guidance on administrative procedures. 
• Undertakes missions to field locations to review administrative arrangements and makes appropriate recommendations where applicable.

2.) Budget management:

• Monitors the budget in close coordination with supervisor to ensure that objectives stipulated early in the fiscal year are realized for smooth operations of the office including sub-country (zone) offices and out postings 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:

• 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.
• 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.  Proposes to supervisor any changes that may be required.
• 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.

Qualifications and Competencies Required

• University degree in social sciences, business management, administration, finance or any other relevant field of discipline.
• One year 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.
• Work experience in emergency duty station.
• Fluency in English and local working language of the duty station.
• Administrative service management functions of the job as required in the context of the country situations and conditions of service.
• Gender and diversity awareness
• Leadership in identifying, encouraging and mentoring capable women.
• Knowledge of the global commitment on aid effectiveness, including the Paris Declaration  on Aid Effectiveness, the Accra Agenda for Action as well as knowledge of the Global Programme Partnerships (GPPs).

Competency Profile
i.)  Core Values (Required)

• Commitment
• Diversity and Inclusion
• Integrity

ii.) Core Competencies (Required)

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

iii.) Functional Competencies (Required)

• Analyzing [I]
• Applying Technical Expertise [II] 
• Following Instructions and Procedures [II]
• Planning and Organizing [II]

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Purpose of the Post

• Under the direct supervision of the Chief of Field Office, Katsina, undertakes administrative management support services in the Field Office, 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 related issues. 
• Ensures the office's administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations.

Key End-Results

• Appropriate and consistent interpretation and application of administrative policy and procedures timely implemented to support operations at the Field office level.
• The budget preparation and implementation are properly administered in the area of administrative management and services.
• Operations of delivery of administrative support services are timely and effectively provided, and security arrangements are well established for enhanced safety and security.
• Property management of administrative supplies, office equipment, vehicles and other properties is effectively performed.
• All administrative transactions and arrangements of contracts satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations.
• Staff capacity is enhanced through active staff learning/development programmes in the area of administrative support and services.
• Effective working relations are maintained with other agencies, local authorities and implementing partners.

1.) Appropriate and consistent interpretation and application of administrative policy and procedures timely implemented to support operations at the field office level:

•  Provides practical input on implementation of administrative guidelines, in close coordination with the Chief of Field office and consultation with Chief of Operations in Country Office, Abuja
• Supports supervisor and the Chief of field office, and updates staff on administrative policies, procedures rules and regulation.  In consultation with Chief of Operations at Country Office, Abuja 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 administrative 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 the field office and staff on travel, where applicable, including preparation and funding of service contracts, preparations of 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.
• Contributes to 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:

• In close consultation with the Administrative Specialist and Staff Security Officer in Abuja, assists the Chief of Field office in the establishment and maintenance of administrative services that relate to  security arrangements and related administrative services.

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

• Supervise and ensure update of records.  Provide support in the management of administrative supplies, office equipment and vehicles, updating inventory of items, serving as ex-officio member to the local 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 the ICT delivery of the office, Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards,

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.
• Monitors payments against contractual obligations.
• Updates supervisor and provides support to staff on HR related matters such as attendance, annual leave, records of overtime and local  staff orientation at the field office.
• Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations including decisions arising from HACT procedures and reviews.

6.) Staff learning and development:

• Contribute in identifying training activities to ensure effective performance and efficiency in admin services management.
• Follows up with Country Office in Abuja on issues regarding field office staff learning and development activities for capacity building.

7.) Partnership, coordination and collaboration:

• Support the Chief of Office in ensuring 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.

Qualification and Competencies

• Completion of Secondary School education preferably supplemented by technical or university level courses in administration, finance or other related field of discipline relevant to the job.
• A minimum of 6 years of relevant progressively administrative work experience including office management. skills 

Office Management Skills:

• Experience in organizing and supervising the whole range of office support and administrative activities.
• Ability to work with minimum of supervision.
• Ability to extract and format data and to solve operational problems.
• Ability to organize own and others work, set priorities and meet deadlines.
• Ability to organize meetings and events.
• Ability to handle work quickly and accurately under time constraints
• Fluency in English.

Competency Profile 
i.)  Core Values (Required)

• Commitment
• Diversity and Inclusion
• Integrity

ii.)  Core Competencies (Required)

• Communication [ II ]
• Drive for Result  [ II ]
• Working With People [ II ]

iii.) Functional Competencies (Required)

• Analyzing [ II ]
• Applying Technical Expertise [ II ]
• Planning and Organizing [ II ]
• Following Instructions and Procedures [ II ]

go to method of application »

Purpose for the job

• Under the supervision and guidance of the Supply Manager in the country office, the Supply Assistant shall support in the procurement of programme and operational supplies in an efficient, timely  and cost effective manner.
• The supply assistant will assist in the procurement, receipt, warehousing, distribution and monitoring of UNICEF's supplies & equipment to the assisted-government projects in support of the country programme in Nigeria.

Summary of Key Functions/Accountabilities
Support to country office supply planning process and its execution:

• Researches into the market and intranet to ensure adequate price information, realistic DATs are set in the planning stages.
• Liaison with all sections assigned to him/her to ensure the supply plan is in place and collated before the end of first quarter.
• Ensure all collated supply plan are well documented, stored and monitored for proper execution.

Support to programme and operations colleagues in the issuance of purchase requisitions:

• Interact with Programme / operation Sections in the preparation and issuance of appropriate documents i.e. Supply Requisitions (accuracy in the specifications, budget estimates, realistic DATs and coding in line with Supply Manual).
• Undertakes reconciliation and adjustments of expenditures on requisitions, recording proof of delivery for GIT (goods in transit) updates, monitoring of Contracts for closure, etc

Support in market survey and maintains an effective and robust supplier database:

• Researches into the open market and intranet to ppre-qualify suitable vendors as need arises and ensuring adequate records of these vendors in VISION.
• Maintaining a chronological filing system for vendors
• Analyzing vendor performance at the end of every year and recommend non performing vendors to the Supply and Logistic Manager for appropriate action.

Prepares bidding documents, draft CRC submission, raise POs, sets realistic DATs to ensure prompt delivery and keeping adequate records of all transactions:

• Prepares bidding documents (e.g RFQ/RFP, ITB) circulation same to UNICEF registered vendors, conducts bid opening in liaison with supervisor and other sections, bid tabulation, draft CRC submission and raise PO.
• Monitoring POs to ensure UNICEF obtains delivery promptly and according to the set DATs
• Conducts pre-delivery inspection of high value POs as per supply manual and NCO supply SoP. Documenting the results and filing them appropriately
• Prepares monitoring and reporting information for supervisor on status of PO and requisition on weekly basis for effective monitoring of performance indicators.

Support in knowledge management and capacity building of both supply colleagues and implementing partners:

• Conducts end user monitoring in liaison with programme colleagues and recording gaps in that process
• Supports capacity development activities to colleagues and government partners related to performance monitoring, good procurement and logistic practices
• Preparing training materials and participating on exercises pertaining to supply and logistics chain value system

Educational Qualifications and Work Experience

• Completion of secondary education, preferably supplemented by technical or university courses related to Supply and Procurement.
• A minimum of 6 years of progressively responsible work experience in the functional area of  procurement.
• Fluency in English. Knowledge of another UN language and  local language of the duty station, an asset.

Competencies and level of proficiency required
Core Values:

• Commitment
• Diversity and inclusion
• Integrity

Core competencies:

• Communication (II)
• Working with people (II)
• Drive for results (II)

Functional Competencies:

• Drive for result
• Analyzing (II)
• Applying technical expertise (II)
• Planning and organizing (II)
• Following Instructions and Procedures (II)