Post Title: Administrative Officer   IMIS & VN. No.: 90969 & HR/VN/2015/09
Duty Station: Dili, Timor-Leste   Budget Level: NOA, Fixed Term
Section: Operations   Applications to be sent to: dilihr@unicef.org
Date of issue: 11 August 2015   Closing Date for Applications: 31 August 2015

 

 

Purpose: As focal point of administrative management services in a country or sub-country office, under the supervision of the Operations Manager, 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 are in compliance with the organization’s administrative policy, procedures, rules and regulations.

 

Major  Duties & 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 country/sub-country level as necessary.  Provides practical input on implementation of administrative guidelines, in close coordination with the head of office, operation staff/ 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 sub-country (zone) offices and out-postings, where applicable, including preparation and funding of service contracts, preparations of PGMs for all administrative supplies and guidance on administrative procedures.

 

Undertakes missions to field locations to review administrative arrangements and makes appropriate recommendations where applicable.

 

  1. 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 including sub-country (zone) offices and out postings 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.

 

  1. 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 and visa 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.

 

  1. Property Management

Supports property management of administrative supplies, office equipment and vehicles, updating inventory of office items /assets , 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 office supplies and UNICEF assets. Prepares and drafts year end closure and quarterly reports for office assets including low value items for timely submission.   Ensures that services and maintenance of premises are in accordance with organizational standards.

 

  1. 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.

 

  1. Risk Management and Mitigation

Collaborates on the development of tools, activities to enhance adequate risk management and mitigation within the office.

 

  1. 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.

 

  1. 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.

 

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

 

Requirements: Education: University degree in social sciences, business management, administration, finance or any other relevant field of discipline.

Experience: A least one or two  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 emergency duty station is an asset.

Language(s): Fluency in English and another UN language.

 

Competencies: i)     Core Values (Required): Commitment, Diversity and Inclusion, Integrity

ii)    Core Competencies (Required): Communication  (I), Working with People  (I),Drive for Results  (II)

iii)   Functional Competencies (Required):  Analyzing  [I], Applying Technical Expertise  [II], Following Instructions and Procedures [II], Planning and Organizing [II]

iv)  Technical Knowledge[1]  

 

Remarks: Application is open for TIMOR-LESTE NATIONALS ONLY. Applications will be considered only if accompanied by an updated CV and P11 form, as well as the two most recent PERs/Evaluations (for UN staff).  Regret letters will only be sent to short listed candidates. Applications which do not meet the specified minimum requirements or are received after closing date will not be entertained.

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