Administrative Specialist

UN Children's Fund, Khartoum, Sudan

Skill Required:, Business Development/ Resource MobilizationFinance and Accounts
Preferred Experience: 
5 years
Closing Date for Applications: 
27th December, 2018


Job Description

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, 

Sudan, surrounded by the Central African Republic, Chad, Egypt, Ethiopia, Eritrea, Libya and South Sudan, positioned next to East, West, South and North Africa, is surrounded by complex conflicts in an unpredictable, volatile and rapidly evolving region. Sudan is by size the third biggest country in Africa, with a diverse population of around 42 million people. Sudan’s children make up half of the total population, and the past two decades have seen their lives significantly improve: fewer girls and boys are dying before their fifth birthday, primary school attendance is increasing, immunization coverage is high and the country remains polio free. Still, millions of children continue to suffer from protracted conflict in Darfur, the Kordofans, and Blue Nile, from seasonal natural disasters, malnutrition and disease outbreaks, and from under-investment in basic social services. More than three million of Sudan’s school aged children are not in the classroom. UNICEF has been in Sudan since 1952 and continues with a presence in 12 of Sudan’s 18 states.

How can you make a difference?

As the manager and specialist of administrative management services typically in a small to medium size country office, the incumbent is accountable for provision of managerial leadership and policy guidance for achievement of effective administrative service management and staff capacity development.

Collaborate with Operations management 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 End-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 and Tasks

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 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. 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.

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.

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.

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.

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.
  • 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 counselling to the staff on performance enhancement/development.

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.

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.

Job Grade Factors

  • Manages and supervises to ensure effective administrative operations for a small to medium size country office total budget and number of staff members, engaging in all the areas of administrative service management.
  • Directly manages the administrative function of the Office by leading a team of administrative service staff of the Section.
  • Makes viable recommendations on implementation/innovation of administrative policy and procedures, and optimal utilization of UNICEF’s resources.
  • As a professional specialist as well as manager in the area of administrative service management, provides accurate and sound policy interpretation and application at the country level, based on the thorough knowledge of UNICEF’s administrative policy, procedures, rules and regulations. Provides substantive input to the development of administrative policies, systems and procedures
  • Participates substantially in strategic planning in the area of administrative service management of the Office, taking initiative in developing and implementing improved management systems.

To qualify as an advocate for every child you will have:

  • An advanced university degree (Master’s or higher) in social sciences, business management, administration, finance, or any other relevant field of discipline.
  • A minimum of five years of relevant professional work experience in one of the following fields is required: office management, administration, finance, accounting, ICT, human resources, supply or any other relevant function.
  • Developing country work experience and/or familiarity with emergency is considered an asset.
  • Fluency in English and Arabic.

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.

Source:https://www.unicef.org/about/employ/?job=518503


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