As the manager and functional expert of administrative management services in a medium or large country/area office, the incumbent is accountable for the provision of managerial leadership and policy guidance for the 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 country programmes. Ensures that the office’s administrative operations and services are in compliance with the organization's administrative policy, procedures, rules, and regulations.
Summary of Key functions/accountabilities:
Within the delegated authority and under the given organizational set-up, the incumbent may be assigned the primarily, shared, or contributory accountabilities for all or part of the following areas of major duties and key end results.
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 the office, Deputy Representative - 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 Deputy Representative - 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.
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 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.
Negotiates and oversees matters relating to office premises, utilities and services with vendors and agencies.
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 ensure 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 the 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, and 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…
Advanced university degree in social sciences, business management, administration, finance, or any other relevant field of discipline.
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 an emergency duty station.
Fluency in English is required, and knowledge of another UN language or a local language is an asset.
