Administrative Officer, NOA, Fixed-Term, #112139, Cox’s Bazar, Bangladesh #574382

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, care

The Administrative Officer will be reporting to the Operations Manager. As focal point of administrative management services in Cox’s Bazaar field office, the incumbent is accountable for delivery of efficient and cost-effective administrative support services, providing guidance for operations of administrative support services and management of administrative staff.  Ensures the office’s administrative operations and services follow the organization’s administrative policy, procedures, rules and regulations.

How can you make a difference? 

As the focal point of administrative management services in the Cox’s Bazaar field office, the incumbent is accountable for the delivery of efficient and cost-effective administrative support services, guiding operations of administrative support services, and management of administrative staff.  Ensures the office’s administrative operations and services follow the organization’s administrative policy, procedures, rules, and regulations. 

The incumbent reports to the Operations Manager. S/he ensures that the unit is providing added value through innovative approaches. This is a key element that is needed as the focus is on strategic operations moving away as possible from transactional activities or delegating them further.

The Administrative Officer is responsible for overseeing and managing a wide range of procedural and specialized administrative tasks across two sub-units: General Administration & Transport. This role includes supervising both the Admin Assistant and the Admin Associate-Transport, ensuring the efficient operation of these sub-units. As a key leadership position, the Administrative Officer is tasked with coordinating and streamlining activities, ensuring compliance with policies and procedures, and providing strategic guidance to the team.

Major duties and responsibilities:

1. Policy, procedures and strategies

• As functional focal point, accountable for the correct and consistent application of policies and procedures in the assigned administrative functions through the provision of guidance and support to the country office or sub‑office where applicable.
• Contributes to strategic planning and monitoring of administrative matters at Cox’s Bazaar field office level as necessary.  Provides practical input on implementation of administrative guidelines, in close coordination with the head of office, operation staff and 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.
• Makes specific 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 supervisor abreast of potential problem areas and identifies and recommends solutions.  Prepares reports on administrative matters as required.
• Provides administrative support and services to sector offices and other sub offices under the Cox’s Bazar field office, where applicable, including preparation and funding of service contracts, preparations of Purchase and service requisitions for all administrative supplies and services and provides guidance on administrative procedures to all staff in the office.

2. Budget management

• Monitors the budget in close coordination with supervisor to ensure that objectives stipulated early in the fiscal year are realized for smooth operations of the office and out postings where applicable.
• Recommends and prepares budgetary estimates on office premises, supplies and equipment requirements for budget preparation purposes.  Prepares, monitors and controls the administrative budget.

3. Administrative support and services

• Undertakes delivery and improvement in administrative support and office services 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.
• Helps negotiate and administer matters relating to office premises, utilities and services with vendors and agencies.

4. Property management

• Supports property management of administrative supplies, office equipment and vehicles, updating inventory of items, 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 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.
• Participates in the reviews of the 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

• Collaborates on the development of training activities to ensure effective performance in administrative services management.  Implements effective staff learning and development programme activities for capacity building.  Helps organize workshops for staff’s competency building, and staff learning and development.

7. Partnership, coordination and collaboration

• As required, under direction of the supervisor, collaborates with other agencies, local authorities and implementing partners on administrative matters including information exchange and harmonization.

8. Performs any other duties and responsibilities assigned as required.

 

 If you would like to know more about this position, please review the complete Job Description here:  JD – AdministrativeOfficer NOA CXB.pdf

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

Education:

One year 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.

Work Experience:

Two years of practical professional work experience in communication, print and broadcast media, or interactive digital media is required. Fieldwork experience and background or familiarity with emergencies are desirable.

Language Requirements:

Fluency in English and Bangla is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is an asset.

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

The UNICEF competencies required for this post are…

(1) Builds and maintains partnerships

(2) Demonstrates self-awareness and ethical awareness

(3) Drive to achieve results for impact

(4) Innovates and embraces change

(5) Manages ambiguity and complexity

(6) Thinks and acts strategically

(7) Works collaboratively with others 

[the 8^th competency (Nurtures, leads and manages people) for a supervisory role]. 

Familiarize yourself with our competency framework and its different levels.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of measures to include a more diverse workforce, such as paid parental leave, time off for breastfeeding purposes, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF does not hire candidates who are married to children (persons under 18). UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. UNICEF is committed to promoting the protection and safeguarding of all children. All selected candidates will undergo rigorous reference and background checks and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason. 

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information. The genuine and complete vacancy announcements are published on UNICEF Careers website at https://jobs.unicef.org/en-us/listing/ 

[CO/ HQ specific: visa residence requirements: i.e.: UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for positions at the national officer and general service category.]

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.