UNICEF recruits 01 Administrative Specialist, Fixed Term

Administrative Specialist, Fixed Term, NO-C (Addis Ababa, Ethiopia)Ethiopian Nationals.

Job Number: 531201 | Vacancy Link

Locations: Africa: Ethiopia

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, Hope

Purpose: to ensure the office’s administrative operations and services are effectively in compliance with the organization’s administrative policy, procedures, rules and regulations.

How can you make a difference?

Within the delegated authority and under the given organizational set-up, the incumbent may be assigned the primarily, shared, or contributory accountabilities for all or part of the following areas of major duties and key end-results.

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 Administrative & Finance Manager, Deputy Representative 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.

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 Purchase Requisitions 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 Administrative &Finance Manager 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 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.

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 Secretariat to the Property Survey Board and ensuring follow-up action.

Prepares Property Survey Board submissions for the Administrative & Finance Manager; prepares minutes of meetings and assists the Administrative & Finance Manager 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. 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.

To qualify as an advocate for every child you will have…

An advanced university degree (Master’s or higher) 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 (5) years of relevant professional experience.

Both national and International work experience in office management, administration, finance, accounting, ICT, human resources, supply or any other relevant function.

Developing country work experience and/or familiarity with emergency is considered an asset.

Fluency in 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 values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

The functional competencies required for this post are…

Core Values (Required)

 •  Care

•  Respect

•  Integrity

•  Trust

•  Accountability

ii)  Competencies (Required)

Builds and maintains partnerships

Build a network of external stakeholders and alliances with government counterparts, civil society, the media and the private sector, in order to promote and advance the work of the organization.

Level 1 -Develop a network of formal and informal contacts through participation in professional networks or consultations with others.

-Adopt a consultative approach and solicit the support of key stakeholders at critical stages of one’s work.

-Act as a role model for UNICEF, strengthening the reputation of the organization.

Level 2 -Collaborate with other UN entities, public and private sector partners, sharing knowledge and contributing to best practice.

-Advocate, influence and negotiate reflecting the needs of children, women and young people in discussions with key decision makers.

-Promote and select partners who share UNICEF’s values.

-Ensure that feedback from key stakeholders is incorporated into programme design, implementation and team learning.

Level 3 -Initiate new partnerships, including with the private sector and media.

-Anticipate changing priorities, working with partners to create long-term and sustainable opportunities.

-Act as a credible and convincing spokesperson and negotiator for UNICEF.

Demonstrates self-awareness and ethical awareness

Self-aware of own strengths, limitations, working style and deeply held convictions and biases. Displays ethical awareness through behaviours that are consistent and compliant with the standards of conduct for international civil servants, UNICEF’s values and relevant UNICEF policies and procedures.

Level 1 -(Self-Awareness) Display sensitivity and adjust language and tone, ensuring it is not demeaning or aggressive.

-(Self-awareness) Recognize own strengths and limitations, learning from mistakes made.

-(Self-awareness) Seek feedback from multiple sources on own behaviours, including unconscious biases and potential blind spots. Act on the feedback received.

-(Self-awareness) Be transparent in admitting mistakes and take corrective action.

-(Self-awareness) Recognize personal stress and seek help to maintain personal well-being.

-(Ethical awareness) Display appropriate ethical behaviours, refraining from discriminatory language and actions.

-(Ethical awareness) Challenge unprofessional and unethical behaviours by standing up against actions that are not aligned with UNICEF’s values.

-(Ethical awareness) Voice opinion in a truthful and respectful manner.

-(Ethical awareness) Apply UNICEF’s core values in personal and professional life, demonstrating consistency between words and actions.

Level 2 -(Self-awareness) Be open and objective to feedback without being defensive or taking retaliatory actions.

-(Self-awareness) Communicate and reinforce behaviours within the team that are aligned to UNICEF’s values.

-(Self-awareness) Be mindful of the authority and influence that comes with the role and prevent the abuse of authority.

-(Ethical awareness) Demonstrate impartial application of organizational policies, procedures and practices.

-(Ethical awareness) Respond appropriately to ethical issues and complaints of abuse of authority, bullying or harassment.

-(Ethical awareness) Provide a protective environment in which colleagues can speak up and act without fear.

-(Ethical awareness) Challenge difficult or controversial issues and demonstrate courage in alignment with UNICEF’s values.

Level 3 -(Self-awareness) Promote the importance of demonstrating self- awareness in driving change to culture and preventing the abuse of authority.

-(Ethical awareness) Role model and lead by example in the demonstration of ethical behaviours.

-(Ethical awareness) Create and promote a culture that establishes zero-tolerance for discriminatory language and behaviours.

-(Ethical awareness) Create and promote a culture that establishes procedures to address unethical behaviours.

-(Ethical awareness) Take decisive action on ethical dilemmas.

Drive to achieve results for impact

Commits to action and assumes responsibility and ownership for own performance and the associated outcomes.

Level 1 -Plan and take ownership for delivering tasks with minimal supervision.

-Pay attention to detail, producing work of a high standard.

-Monitor activities on a regular basis, reviewing work plan to ensure progress and delivery.

-Ensure the completion of tasks, while addressing obstacles and bottlenecks.

-Take responsibility for consequences of decisions and failures without passing blame to others.

-Involve key stakeholders in activities that impact them, keeping them informed of potential delays and problems.

Level 2 -Inspire a sense of purpose, providing vision and direction to guide the team to achieve the desired impact.

-Ensure coherence in the activities of the team, communicating strategic priorities and setting clear deliverables.

-Undertake team progress reviews, discussing and taking corrective measures.

-Predict possible roadblocks in achieving results while providing guidance and support.

-Promote an environment where team members learn from individual and collective successes and mistakes.

Level 3 -Act as a role model, creating and promoting a performance culture where colleagues have a strong sense of accountability and fulfilment.

-Promote a culture of focus on the needs of key stakeholders in the delivery of results.

-Create an environment of performance measurement, seeking feedback from key stakeholders to assess effectiveness.

-Take full responsibility and accountability for the teams’ shortcomings, providing support in areas requiring development.

-Promote the prioritization of project/programme deliverables with team managers to ensure clarity and focus.

Innovates and embraces change

Is open to and proposes new approaches and ideas. Adapts and responds positively to change.

Level 1 -Review work practices, analysing evidence-based trends to apply new methods and techniques.

-Respond flexibly to changing circumstances, priorities and deadlines.

-Display creativity, experiment with new approaches and demonstrate openness to changing existing practices.

Level 2 -Encourage innovation and promote the importance of team members engaging in change initiatives.

-Communicate and keep colleagues motivated during times of uncertainty and change.

-Involve the team and a wide range of stakeholders in generating ideas, recommendations and solutions.

-Recognize innovative thinking, creativity and calculated risk taking.

Level 3 -Lead and champion change initiatives, mobilizing teams to respond to changing priorities.

-Promote an environment that drives creativity, innovation, flexibility and responsiveness.

-Promote a culture supportive of challenges to the status quo, while maintaining rigor in the evaluation of new ideas.

-Create and promote a culture encouraging the sharing of success and failure to promote individual and collective learning.

Manages ambiguity and complexity

Demonstrate resilience and composure, get things done despite challenges and maintain performance levels in pressured, adverse and uncertain environments.

Level 1 -Maintain focus on priorities and deliverables, in the face of pressure, or when things do not go according to plan.

-Demonstrate flexibility, developing alternate plans in rapidly changing situations, uncertainty and adversity.

-Analyse and exercise judgment in challenging situations in the absence of specific guidance.

-Manage personal frustrations to avoid potential conflict.

-Identify key issues and priorities, maintaining personal effectiveness in complex situations.

Level 2 -Anticipate obstacles, adapt team priorities, develop alternative plans and solutions in consultation with the team.

-Maintain team effectiveness and morale when dealing with changing priorities or ambiguous situations

-Manage the impact of complex and uncertain environments on programming activity and colleagues’ well-being.

Level 3 -Promote and maintain a positive work atmosphere, supporting teams to remain productive and achieve results despite operating in a complex environment.

-Provide stability in the face of conflicting external pressures, tensions and opposition from stakeholders.

-Promote organizational resilience by communicating openly and honestly about challenges and the actions required to address them.

Nurtures, leads and manages people

Provide exemplary management and leadership, motivating and developing colleagues to perform at their best, while building diverse and inclusive teams.

Level 1 -Delegate responsibility and authority, while fairly allocating tasks, clarifying expectations and providing clear direction and guidance.

-Support colleagues in developing realistic work plans based on programmatic needs.

-Regularly discuss performance, giving timely, constructive feedback, providing support to address issues and taking action when necessary.

-Identify learning goals for colleagues, providing guidance on how to achieve them and ensure a supportive environment for professional and personal development.

-Support career development opportunities for colleagues, devoting time to coach, mentor and build confidence to achieve personal and career goals.

Level 2 -Provide team managers with the needed direction to achieve results and hold them accountable.

-Create inclusive teams, reflective of the diverse nature of the UNICEF workforce.

-Recognize individual contribution and acknowledge team success.

-Create opportunities for all colleagues to be heard and facilitate constructive discussions.

-Dedicate time and energy to the well-being of colleagues, monitoring emotional reactions and their ability to adjust to challenging circumstances.

Level 3 -Create and promote an environment where colleagues can voice their concerns without fear.

-Role model effective people management behaviours, emphasising their importance to team managers and holding them accountable.

-Support direct reports to develop their leadership capabilities, providing honest feedback about their performance and ensuring relevant support.

-Create and promote a culture of fairness, transparency and inclusion where colleagues from all backgrounds and perspectives feel empowered and valued.

-Promote a culture of continuous learning and knowledge sharing within and amongst teams.

-Create an environment where team managers promote and role model employee well-being and self-care.

Thinks and acts strategically

Understands the big picture and is able to identify potential opportunities for action and challenges that exist. Forms sound evidence-based judgments in the delivery of UNICEF’s results.

Level 1 -Understand the organization’s objectives and align work plan activities.

-Analyse and evaluate data from a wide range of sources, assessing reliability and presenting conclusions to enable informed decision-making.

-Adapt workplans in response to emerging situations and new requirements.

-Consider the long-term impact and risks of decisions and actions.

Level 2 -Clarify and shape the team’s role and purpose in delivering UNICEF’s priorities. Keep the team informed and provide guidance.

-Solicit the views and perspectives of team members when developing recommendations.

-Facilitate engagement with other teams and stakeholders in addressing priorities and strategies.

-Take responsibility for team decisions, providing the rationale as appropriate.

Level 3 -Promote collaboration with key stakeholders, openly sharing knowledge, insights and effective practices.

-Encourage and create a culture of involving key stakeholders in making critical organization-wide recommendations and decisions.

-Create an environment of evidence-based analysis, risk management, prioritization and timely decision-making.

-Scan the external environment to explore new/emerging areas and identify opportunities and initiatives

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 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.

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

Closing Date Mon May 11 2020 22:55:00 GMT+0200 (Paris, Madrid (heure d’été))