Administrative Officer, NO-A, Lome – Togo # 109124 (Open to Togolese only)
Job Number: 521160 | Vacancy Link
Locations: Africa: Togo
Work Type : Fixed Term Appointment
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, a fair chance
How can you make a difference?
Under the supervision of the Chief of Operations, the selected candidate will act as Focal Point of administrative management services in the Office. The incumbent will be accountable for delivery of efficient and cost effective administrative support services, providing guidance for operations of administrative support services and management of administrative staff. He/she will ensure the office’s administrative operations and services are in compliance with the organization’s administrative policy, procedures, rules and regulations.
- Policy, Procedures and Strategies
Act 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.
Contributes to strategic planning and monitoring of administrative matters at country office level as necessary. Provides practical input on implementation of administrative guidelines, in close coordination with the head of office, operation staff/ supervisor.
Supports the 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.
- Budget Management
Monitors the budget in close coordination with the 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. Prepares, monitors and controls the administrative budget.
- 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 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.
- Property Management
Supports property management of administrative supplies, office equipment and vehicles, updating inventory of items, 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 supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
- 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. Provides support for the negotiation of cost effective administrative contractual arrangements with service providers as well as with implementing partners as required and proposes to supervisor any changes that may be required. Monitors payments against contractual obligations.
- 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.
- Partnership, Coordination and Collaboration
As required, under direction of the supervisor, collaborates with other agencies (UN, Bilateral and NGOs), local authorities and implementing partners on administrative matters including information exchange and harmonization.
- Performs any other Duties and Responsibilities Assigned as Required
To qualify as an advocate for every child you will have…
A university degree in social sciences, business management, administration, finance or any other relevant field of discipline is required.
A minimum of one (1) year of relevant professional work experience in office management, administration, finance, accounting, ICT, human resources, supply or any other relevant function is required.
Developing country work experience and/or familiarity with emergency is considered an asset.
Fluency in French and English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.
For every Child, you demonstrate…
UNICEF’s core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.
The functional competencies required for this post are:
Applying Technical Expertise [II]
Following Instructions and Procedures [II]
Planning and Organizing [II]
View our competency framework at http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf
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, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.
Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
Closing Date Thu Apr 18 2019 00:55:00 GMT+0100 (Afr. centrale Ouest)