VACANCY NOTICE

DUTY STATION: UNICEF Yaounde Office

Type of contract : Fixed Term Appointment(FT)

Section/Division: Operations

Title: ADMINISTRATIVE OFFICER

Level: NOB

Duration : One year renewable

As per UNICEF rules and regulations

PURPOSE OF POST:

Under the supervision of the Chief Operations, the incumbent is accountable for delivery of efficient and cost effective administrative support services, providing guidant 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.

REPORTS TO: Chief Operations

KEY ACCOUNTABILITIES and DUTIES & TASKS

• 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 recommandations 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 the 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.
• 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) office and out postings where applicable.
• recommends and prepares estimates on office premises, supplies and equipments requirments for budget preparation purposes. Assists zone office in the establishment and maintenance services. Prepares, monitors and controls the administrative budget.
• Undertakes delivery and improvement in administrative support and office services including space managements, 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 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.
• 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.
• Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, 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.
• 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 organizer workshops for staff's competency building, and staff learning and development.
• As required, under direction of the supervisor, collaborates with other agencies, local authorities and implementing partners on administrative matters including information exchange and harmonization.

QUALIFICATIONS AND COMPETENCIES:

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

Work Experience: 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.

Languages: Fluency in English and French.

Competencies:

i) Core Values (Required)

• Commitment
• Diversity and Inclusion
• Integrity

ii) Core Competencies (Required)

• Communication 
• Working with People
• Drive for Results

iii) Functional Competencies (Required)

• Analyzing
• Applying Technical Expertise
• Planning and Organizing
• Following Instructions and Procedures

HOW TO APPLY

Applications are sent only via e-mail to yaoundehr@unicef.org and should include letter of motivation, CV, copy of diplomas, up-to-date P11(to be collected at UNICEF)

Deadline for closing applications is 20 April 2016.

The submission and processing of candidates’ files are free of charge. UNICEF is not liable for any amount of money paid by a candidate as part of this recruitment.

Only qualified and short listed candidates will be contacted for interviews. 

UNICEF is a smoke-free environment and is an Equal Opportunity Employer. Qualified female candidates are encouraged to apply.