|Date Posted||November 30, 2022|
UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.
Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.
And we never give up.
For every child, Our future
The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the Organization does — in programmes, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give more children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.
PURPOSE OF THE JOB
Under the direct supervision of the Chief of Field Office undertakes operations management support services in a sub-country office, the incumbent assists in ensuring efficient and cost effective operations support services, providing guidance to administrative staff as well and supporting staff in office operations assignments. Ensures the office’s operations and services are in compliance with the organization's policies, procedures, rules and regulations.
KEY ACCOUNTABILITIES and DUTIES & TASKS
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.
1. Appropriate and consistent interpretation and application of policies and procedures timely implemented to support operations at the sub-country levels.
Provides practical input on the implementation of operations guidelines, in close coordination with the head of office, operation staff/ supervisor.
Supports supervisor and the head of the office, and updates staff on operations policies, procedures rules and regulation. Implements the appropriate application and interpretation of operations rules, regulations, policies and procedures. Briefs and assists arriving and departing staff on basic operations 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.
2. The budget preparation and implementation are properly administered in the area of operations management and services.
Assists supervisor in preparing estimates on office premises, supplies and equipment requirements for budget preparation purposes. Assists zone offices in the establishment and maintenance of operations services and the administrative budget.
3. Operations of delivery of operation support services are timely and effectively provided, and security arrangements are well established for enhanced safety and security
Provides operations support and services to sub-country (zone) offices and out postings, where applicable, including preparation and funding of service contracts, preparations of requisitions for all operations supplies and guidance on administrative procedures.
Assists Chief of Field offices in the establishment and maintenance of arrangements related operations services for the running of the office, guest house, transport, localized procurement, safety/security, operations of office Cash-on-hand/Petty Cash Accounts and support of programme implementation in the field
4. Property management of administrative supplies, office equipment, vehicles and other properties is effectively performed.
Supports management of administrative supplies, office equipment and vehicles, updating inventory of items, serving as ex-officio member to the Property Survey Board where applicable (as 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. All operations 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 operations 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 operations 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 and supports the operations of office Cash-on-hand account.
6. Staff capacity is enhanced through active staff learning/development programmes in the area of operations support and services.
Develops training activities to ensure effective performance and efficiency in operations 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.
7. Effective working relations are maintained with other agencies, local authorities and implementing partners.
Supports effective working relations with other agencies, local authorities and implementing partners on issues relating to operations 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.).
8. Performs any other duties and responsibilities assigned as required.
Any other assigned operations support responsibilities and services are effectively carried out and delivered.
QUALIFICATION and COMPETENCIES
Completion of Secondary School, university level courses in administration, finance, or any other related field of discipline relevant to the job is an asset.
2. 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 an emergency duty station.
3. Language Proficiency
Fluency in English is required. Knowledge of another official UN language (Arabic, ) or a local language is an asset.
Technical Knowledge [ I ]
a) Common Technical Knowledge Required (for the job group) [ I ]
• Principles of office management, operations management, programme management and administration
IT Skills and working knowledge of UNICEF SAP/HR, WEB HRIS, MICROSOFT – Excel,
PowerPoint and Word software.
• Administrative service management's goals, visions, positions, policies, and strategies
• Supply operations, logistics and purchasing administration
• Rights-based and Results-based management
• UNICEF emergency programme policies, goals, strategies, approaches and procedures
b) Specific Technical Knowledge Required (for the job) [ I ]
(Technical knowledge requirements specific to the job can be added here as required.)
• UNICEF administrative service management’s policies, procedures and guidelines in the manual as relevant, in the context of the country situations and conditions of work.
• UNICEF Mid-Term Strategic Plan (MTSP) as it relates to administrative service management in the context of the country situations and conditions of service.
c) Technical Knowledge to be Acquired/Enhanced (for the Job) [ I ]
• UN policies and strategy to address issues in harmonization of administrative service management and operations in the common system.
• UNICEF positions about UN common approaches to administrative service management and operations issues.
• UN security guidelines.
• Government regulations and laws in the locality pertinent to administrative service
For every Child, you demonstrate…
UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA).
Core Competencies (For Staff without Supervisory Responsibilities) *
Demonstrates Self Awareness and Ethical Awareness (1)
Works Collaboratively with others (1)
Builds and Maintains Partnerships (1)
Innovates and Embraces Change (1)
Thinks and Acts Strategically (1)
Drive to achieve impactful results (1)
Manages ambiguity and complexity (1)
*The 7 core competencies are applicable to all employees. However, the competency Nurtures, Leads and Managers people is only applicable to staff who supervise others.
To view our competency framework, please visit here.
UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.
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 also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. 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.
Qualified female candidate are strongly encouraged to apply
Only shortlisted candidates will be contacted and advance to the next stage of the selection process.