Administrative Officer, NOB, Fixed Term, Dhaka, Bangladesh #127982 (For Bangladeshi Nationals only)

UNICEF Bangladesh Office is seeking an experienced Administrative Officer accountable for the delivery of efficient and cost-effective administrative support services, guiding operations of administrative support services, and management of administrative staff, and ensuring the office’s administrative operations, and services follow the organization’s administrative policy, procedures, rules and regulations.

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, a future

How can you make a difference?

Purpose of the job

As the focal point of administrative management services in the Bangladesh country 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 Finance and Admin Manager P4. 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 Country office will be looking into delegating additional responsibilities to the Programme assistants in field offices.

Summary of key functions/accountabilities:

Premises Management

• Ensure that premises in Dhaka and field offices are well maintained (inside/ outside of premises).
• Focus on efficiency – Identify synergies with UN other organizations and partners in all aspects of the work.
• Manage the overall dashboard for all administrative contracts ensuring office-related contracts, MoUs, etc. are in place (monitoring)
• Prepare contracts (Lease agreements and MoUs (incl. cost sharing); cleaners; gardening; pest control; cafeteria; fire extinguishers; utilities) – Look for the best value for money.
• Prepare and monitor the Supply plan for premises.
• Ensure ACs; generators; ventilation systems are properly maintained.
• Coordinate inputs for regular corporate reports (EFAAT; etc.) and ensure compliance to instructions.
• Review all requisitions before submitting them to Budget owner approval.
• Be actively involved in the Sustainability committee bringing innovation to the office with energy-friendly initiatives and waste reduction.

Assets Management

• As Asset Coordinator role: Management of office assets and supplies of BCO.
• As Requester: Create Goods Receipt and Service Entry by MIGO and ML81.
• Physical verification: Coordinate physical verification of assets across BCO through the mAsset application.
• Creation of Assets: Create LITE AMRs as per PO and asset class in VISION and ensure barcoding.
• Change AMR status in VISION.
• As PSB chair: Initiate case in ePSB Tool with necessary information as the submitter, ensuring high quality of submission documents.
• Arrange disposal of assets and ensure write-offs are initiated as appropriate.

 Other duties

• Supervise the Admin unit.
• Participate in UN Admin WG – BOS and Mutualization of resources projects (upon delegation by supervisor).
• Actively manage year-end closure activities related to Administration.
• Manage events organized by the office.

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

• A first university degree (equivalent to a Bachelor’s) from an accredited institution is required in social sciences, business management, administration, finance, or any other relevant field of discipline.
• At least 2 years of relevant work experience in office management, administration, and/or supply. Proven experience in premises management is required. 
  

Desirable:

• Experience in Asset Management
• Experience in Travel Management
• Ability to create interactive dashboards.
• Experience in Contract management.
• Experience in the implementation of environmental-related sustainable initiatives.
• Fluency in English and Bangla is required.

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. 

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 benefits to our staff, including paid parental leave, breastfeeding breaks, 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. For this position, eligible and suitable female candidates are encouraged to apply.

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.

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.