Senior Admin Associate

United Nations Children's Fund

Juba, South Sudan

Experience: 3 to 5 Years

Skill Required: HR and Admin

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.
Main Responsibilities And Tasks:
  • Facility, Office Space, Renovation and Contracts & Vendor Management
  • Undertake analysis of space requirements for Personnel (staff, consultants & third-party consultants) in the Office and Guesthouse Accommodation
  • Work with Engineers on the expansion & renovation of Office Space
  • Closely monitor Admin contracts and advise the supervisor on their extension, renewal and support on drafting the ToRs.
  • Draft the contract performance evaluation at the end of each contract for review by the supervisor.
  • Support survey for Guest house accommodation in close coordination with Guest house committee and Security.
  • Invoice processing and support on procurement of low value procurements
  • Facilitates the processing of contracts for Vendors/service providers that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, creation of Purchase Requisition and/ or service orders.
  • For low value procurement, ensure adherence to policies and procedures, for obtaining quotations/bids, comparing of the proformas, preparation of Table of Comparisons and working with Supply for issuance of low value PO.
  • Maintains up-to-date tracker for Admin contracts and MOUs for UN Agencies, invoice/ payment status and vendor lists/service provider data base.
  • Preparation of payment document, uploading them on the Finance registry and follow up with Finance on payments submitted by Admin section
  • Responsible for collecting invoices and filing documents for approval and thereafter processing in VISION (creation of Service Entry sheets and Goods Receipts in Vision).
  • Responds to Vendor/service provider transaction status and other inquiries.
General Administrative duties:
  • Supervise the Vendors/service providers, generator maintenance work and ensure services are done on time and in compliance with TORs.
  • Provide support other General administrative matter
  • Support on Greening the blue initiatives
  • Maintaining data for EFAAT (Environmental Footprint & Accessibility Assessment Tool) and ensure timely reporting to Head Quarters
  • Ensure knowledge sharing with other staff in the Office
  • Budget Monitoring
  • Support Admin Specialist in Budget management. Monitors budgets and financial expenditures of Admin allocation, ensuring compliance with UNICEF rules and regulations and donor conditions. Keeping supervisor informed and advised on actions for decision/follow up.
  • Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
  • Prepares and maintains budget tracker for the budget monitoring and tracking expiring grants
  • Oversight and support to Field offices:
  • Support Admin specialist in oversight and support of Field offices in administrative services in following areas:
  • Management and build control on Admin services contract management & MOU with UN services
  • Support on cost sharing matrix for common premises and Guest house
  • Renovation of Offices
  • Budget management
Minimum Qualifications And Competencies:
  • Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work or university degree in Business Administration.
Work Experience:
  • Seven years of progressively responsible work experience at national and or international level in assets, facility, contract, warehouse management and general administration support
  • Candidates with bachelor’s degree require 4 years relevant experience
  • Candidates with maters degree requires 2 years relevant experience
  • Work experience in emergency duty station is an asset.
  • Fluency in written and spoken English language is required
  • Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required