If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.
For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.
Purpose of the Position:
Under the overall guidance of the Chief of Operations, Nigeria Country Office, and being the manager and specialist of administrative management services, the incumbent is accountable for provision of managerial leadership and policy guidance for achievement of effective administrative service management and staff capacity development. Collaborates with Operations management to oversee 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.
Key Expected Results:
- Appropriate and consistent 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.
- Supervision and leadership in 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 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 organized 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.
- Any other assigned administrative management responsibilities and services are effectively carried out and delivered.
Key Accountabilities and Duties & Tasks:
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 and DFAM.
- Advises the head of the office and updates staff on administrative policies, procedures rules and regulations, providing technical advice, guidelines and administrative support. Implements the appropriate application and interpretation of administrative rules, regulations, policies and procedures.
- Coordinates and manages all staff official travels to ensure efficiency and prompt accountability of staff official travels in accordance with UNICEF Financial Rules and Regulations.
- 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 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 Operations 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 Senior Operations Officer; prepares minutes of meetings and assists the Senior Operations Officer 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.
- 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 administrative service 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 counseling to the staff on performance enhancement/development.
7. Partnership, coordination and collaboration :
- Facilitates 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.
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.
Qualifications of Successful Candidate:
- Advanced University Degree in Social Sciences, Business Management, Administration, Finance, or any other relevant field of discipline.
- Five 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.
Competencies of Successful Candidate:
- Diversity and Inclusion
- Working with People
- Drive for Results
- Applying Technical Expertise
- Leading and Supervising
- Formulating Strategies and Concepts
- Planning and Organizing
Specific Technical Knowledge Required:
- Specialized knowledge to perform the administrative service management functions of the job at competent level. (UNICEF administrative, accounts/finance, HR, budget, and supply manuals and instructions.)
- Security Handbook.
- UNICEF Mid-Term Strategic Plan (MTSP) as it relates to administrative service management.
Common Technical Knowledge Required:
- Principles of office management, operations management, programme management and administration.
- Administrative service management's goals, visions, positions, policies, and strategies
- Information and Communication Technology administration.
- Supply operations, logistics and purchasing administration.
- Rights-based and Results-based management and programming approach in UNICEF.
- UNICEF emergency programme policies, goals, strategies, approaches and procedures.
- Gender equality and diversity awareness
Technical Knowledge to be Acquired/Enhanced:
- UN policies and strategy to address issues in harmonization of administrative service management and operations in the common system.
- UNICEF positions about UN common approaches to administrative service management and operations issues.
- UN security guidelines.
- Government regulations and laws in the locality pertinent to administrative service management and operations
* The successful candidate for this emergency recruitment MUST be available to commence work within 31 days of receiving an offer.
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 organisation.
Opening Date 28 Mar 2016 W. Central Africa Standard Time
Closing Date 12 Apr 2016 W. Central Africa Standard Time
Click here to apply for Administrative Services Specialist
The Representative serves as the accredited representative of the UNICEF Executive Director in the Country and reports to the Regional Director for general direction. The Representative is responsible for establishing dialogue with the government to develop the framework of cooperation in the country and for working closely and collaboratively with the government and national institutions, stakeholders and partners, to develop the UNICEF Country Program of Cooperation in support of UNICEF’s and national and international development efforts to advance children’s rights to survival, development and well being as established under the Convention on the Rights of the Child, international treaties/framework and UN intergovernmental bodies.
As Head of a large Country Office, the Representative is responsible for directing and guiding senior managers of large and complex programs/projects and operations supporting the Country Office (CO) programs, providing leadership and vision to the UNICEF country programme team in managing and leveraging resources for the achievement of results and fulfilment of the rights of children. The Representative directs and oversees the various program sectors and operational service teams ensuring delivery of quality results in accordance with the UNICEF Strategic Plans, standards of performance and accountability framework, ethics and integrity.
An Advanced University Degree in social sciences, international relations, government and public relations, public or social policy, sociology, social or community development or other related fields, is required.
A minimum of 15 years professional development experience that combines intellectual and managerial leadership in development cooperation at the international level, some of which served in developing countries is required. Relevant professional experience in any UN system agency or organization is an asset.
Oral and written proficiency in English is required. Knowledge of another official UN language or a local language is an asset.
*This position is re-advertised as an outcome of SSRRE 2016.
Key function, accountabilities and related duties/tasks:
- Developing and planning the Country Program
- Leading and managing the CO
- Monitoring and quality control of the Country Program
- Representation and external relations at global/national level
- Building alliance, resource mobilization and UN System coordination
- Leading innovation, knowledge management and capacity building
- Safety and security of staff, programs and organizational assets
- Nigeria is a middle-income country and the largest economy in Africa with a per capita GDP of about USD 2800 (2012 estimate). But it has made limited progress towards the achievement of MDGs consequently starting a lower base for the SDGs.
- A country with abundant natural resources of which oil plays a major role in terms of export and budget support, income inequality is high with 33% of the population living below the poverty line. Over-dependence on oil and sharp fall in fuel prices in the global market has caused pressure on the economy by way of reduced export, fall in the value of Naira and increase in the general price level. The escalating violence in the north-eastern part of the country over last five years left over 2.6 million displaced of whom 800,000 are children.
- The problems faced in the northern part of the country are different from those in the South and a differentiated strategy was adopted for the two parts of the country. Thus, the norther states need more service delivery and behaviour change and demand creation in addition to humanitarian interventions in the north-east; and south needs more upstream work, leveraging of resources and stronger advocacy initiatives for legal and policy changes.
- The Office has one of the largest programmes: the planned budget for the current Country programme (2014-2017) is USD 680 million and has 347 established posts. The Office operates with (9) nine Field Offices.
- A high visibility and complex duty station which requires solid understanding of UNICEF programmatic goals, visions, positions, policies and strategies, as well as government policies, guidelines, legislation and strategies related to UNICEF’s work.
- Solid understanding of right-based and results-based approach and programming with a focus on gender equality, diversity and equity.
- Varied experience dealing with the coordination of the broad programmes of national, regional and international scope.
- Very good people skills, building and maintaining relationships with partners, developing team commitment, communication, managing conflict and stress, leading and supervising.
- Maturity and sensitivity to handle difficult stakeholders in a highly complex environment. Very good experience dealing with emergency, staff safety and security.
- Solid leadership, managerial and coordination skills to provide guidance on strategic policy direction and programme initiatives in line with national development priorities, and the UN Development Assistance Framework and conflict related programming.
- Solid influencing skills and ability to advocate, communicate and deploy networking and to build alliances with all relevant regional networks and organizations, such as donors, NGOs, institutions, mass media and the film industry for fundraising and special events.
- Ability to implement vision and programme, DCT and HACT, leverage of external funding and PSFR.
- Thorough knowledge and understanding of national conditions (economic, social and political) relating to country programmes.
- Blend of experience in headquarters, regional and field.
Applicants are requested to submit a Cover Letter, CV, and P.11 form (or eRecruitment Profile) to firstname.lastname@example.org by 22 April 2016.
Only shortlisted candidates will be contacted.