Chad: Administrative Specialist , (P-3), N’Djamena, Chad #100412

Organization: UN Children’s Fund
Country: Chad
Closing date: 29 Jan 2018

UNICEF works in 190 countries and territories to protect the rights of every child. UNICEF has spent 70 years working to improve the lives of children and their families. Defending children’s rights throughout their lives requires a global presence, aiming to produce results and understand their effects. UNICEF believes all children have a right to survive, thrive and fulfill their potential – to the benefit of a better world. For every child,Results

At UNICEF Chad, we have made important progress on nutrition, health, and WASH access. We are also working on improving the quality of education and health facilities. We are shaping our programs to respond to humanitarian and emergency situations, and working with partners to tackle all these issues more effectively. There is still much to be done, as around 47 percent of the population lives below the poverty line and there is a very high infant and child mortality rate, with high regional disparities.

Join our team and help us make sure every child has a champion.

How can you make a difference?

1. 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.
  • Advises the head of the office and updates staff on administrative policies, procedures rules and regulations, providing technical advice, guidelines and administrative support. Implements the appropriate application and interpretation of administrative rules, regulations, policies and procedures. Briefs and assists arriving and departing staff on administrative procedures and requirements.
  • Liaises with the Regional Office and HQ Divisions to support policy reform in the area of administrative service management; advises on the applicability of new policy directives at the country level. Makes viable recommendations on the improvement of systems and internal controls, and resolution of sensitive issues, taking into account the prevailing conditions in the locality.
  • Keeps the supervisor abreast of potential problem areas, and identifies and recommends solutions. Prepares reports on administrative matters.
  • Provides administrative support and services to country and sub-country offices where applicable, including preparation and funding of service contracts, preparations of PGMs for all administrative supplies. Undertakes missions to field locations to review administrative arrangements and makes appropriate recommendations as required.
  • 2. Budget management

  • Monitors the budget in close coordination with the Chief of Operations to ensure that objectives stipulated early in the fiscal year are realized for smooth operation of the country office/sub offices, where applicable.
  • 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.
  • 3. 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.
  • Ensures the timely and cost-effective provision of basic offices 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 achieve effectiveness.
  • Negotiates and supervises matters relating to office premises, utilities and services with vendors /agencies.
  • 4. Property management

  • Manages properties of administrative supplies, office equipment and vehicles, updating inventory of items, serving as ex-officio member to the Property Survey Board and ensuring follow-up action.
  • 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.
  • 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.
  • 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.
  • Monitors payments against contractual obligations.
  • 6. Staff learning and development

  • Develops training programmes to enhance effective performance and efficiency in admin. services management.
  • Implements staff learning and development programme activities for capacity building. Conducts workshops for staff competency building, staff learning and development and career development. Provides coaching and counselling to the staff on performance enhancement/development.
  • 7. 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.
  • Cooperates and coordinates with other UN agency counterparts in the UN reform initiatives (including common services and premises agenda, etc.).
  • Coordinates field emergency services.
  • 8. 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.
  • Qualifications of Successful Candidate

  • Advanced university degree in social sciences, business management, administration, finance, or any other relevant field of discipline.

    *A first University Degree in a relevant field combined with 2 additional years of professional experience may be accepted in lieu of an Advanced University Degree.

  • A minimum of 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.
  • Work experience in emergency duty station in asset.
  • Fluency in French and English required. Knowledge of the local language of the duty station is an asset.
  • For every Child, you demonstrate…

    Our core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.

    This position is classified as “rotational” which means the incumbent is expected to rotate to another duty station upon completion of their tour of duty.

    Remarks

    UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified candidates from all backgrounds to apply

    * The successful candidate for this emergency recruitment MUST be available to commence work within 31 days of receiving an offer.

    * Please note that is a non-family duty station.

    Employment is conditional upon receipt of medical clearance, any clearance required, the grant of a visa, and completion of any other pre-employment criteria that UNICEF may establish. Candidates may not be further considered or offers of employment may be withdrawn if these conditions are unlikely to be met before the date for commencement of service

    How to apply:

    UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization. To apply, click on the following link http://www.unicef.org/about/employ/?job=510038

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