Admistrative Officer

1.   PURPOSE OF THE POST (Statement of overall post accountability.)   Under the close supervision of the Admin/Finance Manager, assists in the management of all administrative services in a medium-sized country office and all established sub-offices (over $ 13.5 million annual programme throughput).  Accountable for ensuring cost-effective, efficient and secure operations, in support of management, administration and implementation of the country programmes, in strict compliance with the rules and regulations.   3.   MAJOR DUTIES AND RESPONSIBILITIES (Describe in order of importance what incumbent does and how. Do not exceed more than 10-12 major duties. Indicate the percentage of time devoted to each duty or responsibility. Do not include duties of less than 5%)   Within the context of a medium-sized office with a total programme throughput of $13.5 million, responsible for the timely, efficient and appropriate delivery of administrative services as well as maintenance of premises, office equipment and supplies of sub-offices, as follows:   Percentage   15%   1.      Provides administrative support and services to sub-offices and out-postings, where applicable, including preparation and funding of service contracts, preparations of purchase requisitions for all administrative supplies and guidance on administrative procedures. Responsible for the systematic review of sub-office premises to ensure a good and secure working environment for all staff members. Undertakes all actions necessary to arrange cleaning services, ensures procurement, maintenance and repair of equipment and supplies, in accordance with budgetary plans and allocation.     20%   2.      Reviews all travel requests, including negotiations with travel agency and airlines (i.e., tickets, visas, hotels, per diem). Issues travel authorizations confirming accuracy of information for signature of supervisor.  Briefs staff on all policies and procedures covering official travel.     15%   3.      Undertakes all administrative arrangements for meetings, workshops, seminars and visitors by coordinating transportation, hotel accommodations, conference room reservations and audio-visual equipment, as required.     15%   4.     Management of Protocol related functions including liaison with concerned Ministries and Embassies ensuring formalities for settling down of IPOs and staff on missions and consultants are fully met. Arranges with the government authorities, all operational facilities and basic cooperation agreements, (e.g. customs, VAT, security, accommodations, privileges and immunities).     10%   5.     Responsible for smooth functioning of the transport unit including vehicle maintenance.  Ensures schedule for use of vehicles, reports on use of petrol, mileage, driver overtime records, and maintenance services are in place and regularly monitored.       5%   6.     Recommends and prepares estimates on office premises, supplies and equipment requirements for budget preparation purposes for all established sub-offices. Assists sub-offices in the establishment and maintenance of administrative services.     10%   7.     Briefs and assists arriving and departing staff on basic administrative procedures and requirements, (i.e., shipment and insurance of personal effects, liability claims, as well as in identification, arrangement and selection of staff housing).     5%   8.     Supervises the timely and organized delivery, collection, registry, reproduction and transmittal (fax, courier) of correspondence, documents, pouch services and administrative supplies.     5%   9.     Keeps the supervisor abreast of potential problem areas, and identifies and recommends solutions.  Prepares reports and correspondence on administrative matters.       4.         WORKING CONDITIONS (Do the duties of this post involve frequent traveling or unusual conditions or is it an office-based post?)   Post is office-based, with regular visits to sub-offices as required.     5.         IMPACT AND CONSEQUENCE OF ERROR   (a)        Describe the type of decisions regularly made and the impact of those decisions.   Decisions are made on prioritization and assignment of work in the Admin. Unit.  They also involve implementation of administrative instructions, rules, regulations, policies, etc., adopting of current in-house practices to the possibilities of simplified work style that may derive from office automation, rendering of administrative services for the smooth functioning of services and offices.    The impact of these decisions affects the functioning of offices, as well as the working atmosphere and relationship within LCO.    (b)        Describe the type of recommendations regularly made and why they are important.   Recommends on the most cost-effective utilization of services, suppliers, hotel and travel arrangements, and when exceptional measures are required, to resolve administrative problems.  These recommendations affect the efficient use of organizational administrative resources.   (c)        Describe the most damaging error(s) that could be made in the performance of the job and their consequences.   Poor judgment in the identification of administrative suppliers and services, insufficient planning of administrative requirements, poor monitoring and supervision of administrative services, will affect the efficiency of office operations.   6.         INDEPENDENCE (Describe the degree of direction or management guidance the incumbent receives from the immediate supervisor, (e.g., incumbent exercises judgement, takes initiative, etc., under minimal supervision.)   General supervision is provided by the supervisor.  Incumbent is expected to be fully knowledgeable in the field of work and therefore is expected to exercise judgment and initiative to establish work priorities, to follow-up actions, and to ensure accuracy of work.   7.         GUIDELINES   (a)        Indicate which guidelines are required for performing the duties of the post (rules, regulations, policies, procedures, practices, precedents, manuals, instructions, etc.)   UN/UNICEF financial and personnel rules and regulations UNICEF administrative, accounts/financial, human resources, budget, supply manuals and instructions IT instructions and guidelines on hardware/software needs Government regulations and laws Security Handbook   (b)        Describe the degrees to which interpretation of, and deviation from, existing guidelines are permitted, and the authority to propose or establish new guidelines.   The work regularly requires interpretation and application of relevant rules, procedures and policies.  Where guidelines are not explicit or do not cover situation, post requires initiative and independent judgment to arrive at solution.   8.         WORK RELATIONSHIPS   Indicate both the purpose and level of contacts within and outside UNICEF in order to perform the work effectively.   CONTACT                                                         FREQUENCY & PURPOSE                             a)         Internal             Senior Professional Staff                                  (F)        Policy guidance coordination of administrative matters             All categories of staff                                        (F)        Provides technical advice/ briefing on administrative issues             Sub-Office Staff                                               (F)        Exchanges information, provides guidance                    HQ/Regional Office                                           (O)        For advice and follow up on             Professional staff                                                         administrative matters               Visiting UNICEF Staff                                        (O)        Briefing on administrative arrangements, coordination   b)         External               Government Authorities                                     (F)        Customs clearance of shipments, protocol, Visas             UN Agencies                                                     (F)        Cooperation and coordination of services, and information exchange             Suppliers/Vendors/Travel Agencies                    (F)        Price negotiations, local procurement.             Travel Agencies/Hotels                                      (F)        Negotiate travel contracts and             Conference Centres                                                       arrangements             Local Service contractors/                                 (F)        Utilities, maintenance of premises,             Commercial companies                                                 repair/installation of equipment   9.         QUALIFICATIONS, AND COMPETENCIES required to perform the duties of the post:     a)         EDUCATION (Indicate the level of formal education and/or training and field of specialization required.)               University degree in social sciences, business management, administration, finance or any other relevant field of discipline.   b)         WORK EXPERIENCE (Indicate the length and type of practical experience required at the national and international levels.)   One year of practical professional work experience in the field of general office administration, especially in the areas of transportation management, travel, customs and protocol arrangements.  Experience in an international organization is desirable.   c)         LANGUAGES (Indicate the language requirements.)   Fluency in English and Arabic. Knowledge of French is an asset.   d)         Competency Profile i)     Core Values (Required) · Commitment · Diversity and Inclusion · Integrity ii)    Core Competencies (Required) · Communication [I] · Drive for Result  [II] · Working With People [I]   iii)    Functional Competencies (Required) · Analyzing [ I ] · Applying Technical Expertise [II] · Following Instructions and Procedures [II]  · Planning and Organizing [II]               iv)    Technical Knowledge[1]      a) Specific Technical Knowledge Required: •  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.                                                               b) Common Technical Knowledge Required: • 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. c) Technical Knowledge to be Acquired/Enhanced: •  UN policies and strategy to address operational issues involved in harmonization of 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.    1 Reference to UNICEF and/or UN in terms of technical knowledge requirements (a and b above) are applicable only to those who are or have been the staff members of UNICEF or the UN common system.