Administrative Officer

Administrative Officer

Job no: 574071
Position type: Fixed Term Appointment
Location: Nepal
Division/Equivalent: Kathmandu(ROSA)
School/Unit: Nepal
Department/Office: Kathmandu, Nepal
Categories: Administration

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, result

The Administrative Officer is a significant function within the Nepal Country Office (NCO) operations providing administrative guidance and contributing to the overall cost-efficient use of UNICEF assets to deliver results for children.

UNICEF NCO is located in the UN House along with other UN Agencies and this position plays key role at inter-agency level collaboration (joint Working Group) for effectively administering the UN Common premises, noting that UNICEF is the biggest agency and, occupies the biggest space. The incumbent is expected to initiate and recommend innovative and cost-efficient administrative practices for UNICEF and, which also contributes at the inter-agency level. The role works directly with, and, in close consultation with the Deputy Representative (Operations). The position supports to guide the field offices in areas of administrative services.

How can you make a difference?

Under the direct supervision of the Deputy Representative (Operations), P4, and as focal point and lead of administrative management services in Nepal country office, 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 a team of administrative staff, including oversight and guidance to the four field offices. Ensures the office’s administrative operations and services follow the organization’s administrative policy, procedures, rules, and regulations.

KEY END-RESULTS

Appropriate interpretation and application of administrative policy and procedures are timely implemented to support operations at the country and sub-country levels.
2. The budget preparation and implementation are properly administered, monitored, and controlled in administrative management and services.
3. Management and operations of delivery and improvement in administrative support services are timely and effectively provided, and security arrangements are well established for enhanced safety and security.
3. Property management of administrative supplies, office equipment, vehicles and other properties are effectively performed.
4. All administrative transactions and arrangements of contracts satisfy the requirements as stipulated and are following the applicable policies, procedures, rules, and regulations.
5. Staff capacity is enhanced through active staff learning/development programmes in administrative management and services.
6. Effective collaborations are maintained with other agencies, local authorities and implementing partners, with strategic representation of UNICEF interest and effective implementation of UN reform initiatives and innovations and ensured through strategic leadership.
7. Any other assigned administrative management responsibilities and services are effectively carried out and delivered.

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.

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 level as necessary (Annual Management Planning AMP). 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.

As head of Admin unit, and key member of the inter-agency working group, actively participate and contribute to effective implementation of administrative related projects under the UN reform initiatives, including common back office, common premises, greening the blue, fleet management, Premises Management System, OASIS, eTA, carpooling, leasing for efficiency and impactful result. Possibly, lead some of the activities.

Makes specific recommendations on the improvement of systems and internal controls, planning, restructuring and resolution of sensitive issues, considering 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.

Contribute to overall office end of year report by producing concise reports to the supervisor/Head of Office on administrative efficiencies and outcomes. This includes analyzing data, identify areas for improvement, and collaborate with stakeholders for impactful interventions. End of year reports include Country Office Annual Report (COAR) and Resource Assessment Module (RAM)

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.

Administrative support and services

Undertakes delivery and improvement in administrative support and office services including space management, transport services, vehicle use and maintenance, equipment, events/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.

Actively participate in UN Admin Working Group, BOS and Mutualization of resources projects.

Helps negotiate and administer matters relating to office premises, utilities and services with vendors and agencies while purposefully representing UNICEF interest.

Actively support year-end-closure activities and write all reports related to administration.

Asset/Property management

Support in asset/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 following 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.

Staff/team supervision, learning and development

As head of the unit, coordinate and supervise the Admin Team. Effectively guide and manage performance planning, conversations, and assessments of all team members.

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, local authorities and implementing partners on administrative matters including information exchange and harmonization.

Performs any other duties and responsibilities assigned as required.

JOB GRADE FACTORS [1]

• As the functional focal point and group leader, ensures effective administrative operations for a country and/or sub-country office with typically a small total budget with a small number of staff members, engaging in all or the assigned areas of administrative service management, depending on the office organization structure.
• Provides accurate administrative services information, interpretation, and application at the country level, based on the technical knowledge of UNICEF’s administrative policy, procedures, rules, and regulations.
• Holds authority to decide on adequate and appropriate use of supplies, services, and maintenance of premises. Confirms the quality and standards of office administrative services. Decides on the appropriate application and interpretation of administrative rules, regulations, and procedures.To qualify as an advocate for every child you will have…

Minimum requirements:

Education:

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

Work Experience:

Minimum of one year Proven and strong professional experience in management of large volume of assets and large size office premises and initiating, establishing, and managing contracts is required.

Strong experience in managing and supervising a team is highly required. Experience in providing guidance and oversight for administrative-related support to field offices, is required.

Relevant professional experience in Inter-Agency collaboration, administration and management of UN common premises including information exchange and harmonization to attain efficiencies and effectiveness, is strongly desired.

Experience in reporting for Annual Management Plans (AMP) and writing end of year reports (COAR and RAM), is desirable.

Skill in extracting, and analyzing data to support office decision-making to optimize resources and streamline administrative functions, an asset.

Knowledge on implementing UN reforms initiatives linked to the UN Efficiency Agenda designed to accelerate the progress towards the SDGs, an asset.

Relevant professional experience with any UN agency is an asset.

Work experience in emergency duty station. An asset.

Language Requirements:

Fluency in English and Nepali local language is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish).

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 UNICEF competencies required for this post are:

Core Competencies

• Nurtures, Leads and Manages People (1)
• Demonstrates Self Awareness and Ethical Awareness (2)
• Works Collaboratively with others (2)
• Builds and Maintains Partnerships (2)
• Innovates and Embraces Change (2)
• Thinks and Acts Strategically (2)
• Drive to achieve impactful results (2)
• Manages ambiguity and complexity (2)
• Technical Knowledge

Specific Technical Knowledge Required (for the job)

• Administrative service management functions of the job as required in the context of the country situations and conditions of service.
• 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.
• UN reforms initiatives

Common Technical Knowledge Required (for the job group)

• Principles of office management, operations management, programme management and administration.
• Administrative service management’s goals, visions, positions, policies, and strategies
• Information and Communication Technology administration.
• Supply operations, logistics and purchasing administration.
• Rights-based and Results-based management and programming approach in UNICEF.
• UNICEF emergency programme policies, goals, strategies, approaches and procedures.
• Gender equality and diversity awarenessTechnical Knowledge to be Acquired/Enhanced (for the Job)
• 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 management and operations.
• Familiarize yourself with our competency framework and its different levels.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of measures to include a more diverse workforce, such as paid parental leave, time off for breastfeeding purposes, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

Remarks:

Female candidates and candidates from the under-represented ethnic groups are strongly encouraged to apply.

UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable [Insert candidates from targeted underrepresented groups] are encouraged to apply.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

Application close: Aug 14 2024 Nepal Standard Time