Administrative Officer at UNICEF

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]