In this way, all children will not only benefit from economic and social growth but will become the driving force behind sustainable national development.
For over 50 years, with the help of our vast network of partners, UNICEF has made significant strides in raising health, education and protection standards for children in Sri Lanka. From achieving Universal Child Immunization (1989) to establishing The National Child Protection Authority (1998) to providing decades of crucial relief in the wake of devastating conflict and natural disaster, UNICEF has played a pivotal role in creating an environment in which children have the best chance to survive and thrive.
Yet, many challenges still exist, especially for the most vulnerable. Some national and regional bodies require resources and reinvigoration. Individuals and institutions need to be strengthened, coordinated and aligned with global standards so that children enjoy support in their schools, communities and homes to help them overcome challenges and unleash their full potential into the world.
Due to our long-standing reputation as an experienced, neutral and collaborative partner, UNICEF is ideally suited to drive these efforts. Our history of success in Sri Lanka is built on our ability to tap into a wide network of national and international partners which, in turn, is bolstered by our own far-reaching presence in the field. In working closely with these government, non-government and private entities, UNICEF takes a leadership role, drawing on our technical expertise to accurately assess existing challenges and develop, execute and coordinate solutions that are relevant and scalable on the ground. For more information about UNICEF Sri Lanka and its work visit: http://www.unicef.org/srilanka
Duties :
Within the delegated authority and under the given organizational set-up, the incumbent may be assigned the primary, shared, or contributory accountabilities for all or part of the following areas of major duties and key end-results.
Appropriate and consistent interpretation and application of administrative policy and procedures timely implemented to support operations at the country or sub-country levels.
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.
Contributes to recommendations on the improvement of internal controls systems taking into account the prevailing conditions in the locality.
Keeps supervisor abreast of potential problem areas, prepares reports on administrative matters as required.
Provides administrative support and services to country office and outposts, where applicable, including preparation and funding of service contracts, preparations of sales orders for all admin supplies and guidance on administrative procedures.
The budget preparation and implementation are properly administered in the area of administrative management and services.
Assists supervisor in preparing estimates on office premises, supplies and equipment requirements for budget preparation purposes.
Operations of delivery of administrative support services are timely and effectively provided, and security arrangements are well established for enhanced safety and security.
Assists Operations Manager and in the establishment and maintenance security arrangements and related administrative services.
Act as deputy security focal point of the office
Property management of administrative supplies assistance ensures, office equipment, vehicles and other properties is effectively maintained
Supports management of administrative supplies, office equipment and vehicles, updating inventory of items, carrying out annual asset count, 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 office supplies. Ensures that services and maintenance of premises are in accordance with organizational standards,
All administrative transactions and arrangements of contracts satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations.
Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.
Contributes to the reviews of 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 goods and services. Proposes to supervisor any changes that may be required.
Monitors payments against contractual obligations.
Staff learning and development
Develops training activities to ensure effective performance and efficiency in admin services management. Implements effective staff learning and development programme activities for capacity building. Contributes to workshops for staff’s competency building, staff learning and development, career development.
Partnership, coordination and collaboration:
Support effective working relations with other agencies, local authorities and implementing partners on issues relating to administrative matters through information exchange, collaboration, and harmonization. Cooperates with other UN agency counterparts in the UN reform initiatives (including common services and premises agenda, etc.).
Any other assigned administrative support responsibilities and services are effectively carried out and delivered :
Assist in procurement/ contracting when required. Support the supply unit with procurement requisitions as might be required for procurement and contracting activities
If you would like to know more about this position, please review the complete Job Description here:
To qualify as an advocate for every child you will have…
Minimum requirements:
Completion of Secondary School, University level courses in administration, finance, or any other related field of discipline relevant to the job is an asset.
Work Experience:
7 years 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.
Language Proficiency :
Fluency in English is required. Knowledge of another local language is an asset.
Skills :
Common Technical Knowledge Required the job
Principles of office management, operations management, programme management and administration
IT Skills - Excel, PowerPoint and Word software. A working knowledge of UNICEF SAP would be an added advantage
Administrative service management's goals, visions, positions, policies, and strategies
Supply operations, logistics and purchasing administration
Rights-based and Results-based management
Government regulations and laws in the locality pertinent to administrative service
