Administrative Specialist

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 ACCOUNTABILITIES and DUTIES & TASKS 

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.

Budget management

• 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.

Property management

• 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.

Contract arrangement and control

• 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.

Staff learning and development

• Develops training programmes to enhance effective performance and efficiency in admin. services management.

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.

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.

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

Minimum requirements:

• Advanced university degree in social sciences, business management, administration, finance, or any other relevant field of discipline.
• Five years of relevant professional work experience.
• Both national and international work experience in office management, administration, finance, accounting, ICT, human resources, supply or any other relevant function.
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset

Source: https://jobs.unicef.org/cw/en-us/job/575124