Organization: UNICEF – United Nations Children’s Fund
Location: Port Sudan
Grade: Administrative support – GS-6, General Service – No need for Higher Education – Locally recruited position
Occupational Groups:
Operations and Administrations
Administrative support
Transport and Distribution
Closing Date: 2024-10-29
Under the direct supervision of Programme Manager undertakes operations management support services in a sub-country office, the incumbent assists in ensuring efficient and cost-effective operations support services, providing guidance to administrative staff as well and supporting staff in office operations assignments. Ensures the office’s operations and services are in compliance with the organization’s policies, procedures, rules and regulations.
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, commitment.
PURPOSE OF THE JOB
Under the direct supervision of Programme Manager undertakes operations management support services in a sub-country office, the incumbent assists in ensuring efficient and cost-effective operations support services, providing guidance to administrative staff as well and supporting staff in office operations assignments. Ensures the office’s operations and services are in compliance with the organization’s policies, procedures, rules and regulations.
How can you make a difference?
KEY END-RESULTS
Appropriate and consistent interpretation and application of policies and procedures timely implemented to support operations at the sub-country levels.
The budget preparation, implementation, and payment are properly administered in the area of operations management and services.
Delivery of operation support services are timely and effectively provided, and security arrangements are well established for enhanced safety and security.
Property management of administrative supplies, office equipment, vehicles and other properties is effectively performed.
All operations transactions and arrangements of contracts satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations.
All travel and transportation arrangements are made in a timely manner to support staff’s and guests’ traveling and movement.
Events and logistics are effectively organized and coordinated.
Staff capacity is enhanced through active staff learning/development programmes in the area of operations support and services.
Effective working relations are maintained with other agencies, local authorities and implementing partners.
Any other assigned administrative support 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.
1. Appropriate and consistent interpretation and application of policies and procedures timely implemented to support operations at the sub-country levels.
Provides practical input on implementation of operations guidelines, in close coordination with the Programme Manager/ the Head of Office, operation staff/ supervisor.
Supports the Programme Manager and the Head of Office, and updates staff on operations policies, procedures rules and regulation. Implements the appropriate application and interpretation of operations rules, regulations, policies and procedures. Briefs and assists arriving and departing staff on basic operations procedures and requirements.
Contributes to recommendations on the improvement of internal controls systems taking into account the prevailing conditions in the locality.
Keeps supervisor abreast of potential problem areas, prepares reports on administrative matters as required.
2. The budget preparation, implementation, and payment are properly administered in the area of operations management and services.
Assists supervisor in preparing estimates on office premises, supplies, and equipment requirements for budget preparation purposes.
Assists zone offices in the establishment and maintenance of operations services and the administrative budget.
Responsible for collecting invoices and filing documents for approval and thereafter processing in VISION including uploading electronic files and verifies results to destination system.
Responds to client transaction status and other inquiries.
Assist in conducting HACT Assurance interventions such as sport checks timely to ensure optimum utilization of UNICEF financial resources.
3. Delivery of operation support services are timely and effectively provided, and security arrangements are well established for enhanced safety and security.
Provides operations support and services to sub-country (zone) offices and out postings, where applicable, including preparation and funding of service contracts, preparations of requisitions for all operations supplies and guidance on administrative procedures.
Assists the Programme Manager/ the Head of Office in the establishment and maintenance of arrangements related operations services for the running of the office, guest house, transport, localised procurement, safety/security, operations of office Cash-on-hand/Petty Cash Accounts and support of programme implementation in the field.
4. Property management of administrative supplies, office equipment, vehicles and other properties is effectively performed.
Supports management of administrative supplies, office equipment and vehicles, updating inventory of items, serving as ex-officio member to the Property Survey Board where applicable (as applicable). Assists supervisor in Property Survey Board submissions, preparing minutes of meetings. Assists supervisor in executing PSB recommendations approved by the Programme Manager/ 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.
Responsible for the field office’s fleet management and daily schedules of the drivers and vehicles.
5. All operations transactions and arrangements of contracts satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations.
Ensures that all operations transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.
Contributes to the reviews of contractual arrangements related to operations 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 goods and services. Proposes to supervisor any changes that may be required.
Monitors payments against contractual obligations and supports the operations of office Cash-on-hand account.
6. All travel and transportation arrangements are made in a timely manner to support staff’s and guests’ traveling and movement.
Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies.
Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel
Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
Monitors travel certification and report back to the team.
7. Events and logistics are effectively organized and coordinated.
Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
Arranges times through liaising with participants over availability.
Liaises with budget focal points and section over costs and needs.
Prepares background materials for participants and uploads cleared materials on the intranet.
Prepares and maintains agendas on meetings and events related to the work group commitments.
8. Staff capacity is enhanced through active staff learning/development programmes in the area of operations support and services.
Develops training activities to ensure effective performance and efficiency in operations services management.
Implements effective staff learning and development programme activities for capacity building.
Contributes to workshops for staff’s competency building, staff learning and development, career development.
9. Effective working relations are maintained with other agencies, local authorities and implementing partners.
Supports effective working relations with other agencies, local authorities and implementing partners on issues relating to operations matters through information exchange, collaboration, and harmonization.
Cooperates with other UN agency counterparts in the UN reform initiatives (including common services and premises agenda, etc.).
10. Performs any other duties and responsibilities assigned as required.
Any other assigned operations support responsibilities and services are effectively carried out and delivered.
JOB GRADE FACTORS [1]
– 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.
– Decides on the appropriate application and interpretation of administrative rules, regulations, and procedures.
4. Technical Knowledge [ I ]
a) Common Technical Knowledge Required (for the job group) [ I ]
• Principles of office management, operations management, programme management and administration
IT Skills and working knowledge of UNICEF SAP/HR, WEB HRIS, MICROSOFT – Excel,
PowerPoint and Word software.
• Administrative service management’s goals, visions, positions, policies, and strategies
• Supply operations, logistics and purchasing administration
• Rights-based and Results-based management
• UNICEF emergency programme policies, goals, strategies, approaches and procedures
b) Specific Technical Knowledge Required (for the job) [ I ]
(Technical knowledge requirements specific to the job can be added here as required.)
• 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.
c) Technical Knowledge to be Acquired/Enhanced (for the Job) [ I ]
• 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
If you would like to know more about this position, please review the complete Job Description here: Download File Operations Associate GS-6 Field Office.doc
To qualify as an advocate for every child you will have…
Minimum requirements:
QUALIFICATION and COMPETENCIES
Education
Completion of Secondary School, preferably supplemented by technical or university level courses in administration, finance, or any other related field of discipline relevant to the job is an asset.
*Three (3) years and an additional two (2) years of experience may be substituted for candidates holding a bachelor’s and master’s degree, respectively.
Work Experience
6 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.
Language Proficiency
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 Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values
The UNICEF competencies required for this post are…
5. UNICEF values and competency Required (based on the updated Framework)
i) Core Values
Care
Respect
Integrity
Trust
Accountability
ii) Core Competencies (For Staff without Supervisory Responsibilities) *
Demonstrates Self Awareness and Ethical Awareness (1)
Works Collaboratively with others (1)
Builds and Maintains Partnerships (1)
Innovates and Embraces Change (1)
Thinks and Acts Strategically (1)
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.
UNICEF does not hire candidates who are married to children (persons under 18). 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 is committed to promoting the protection and safeguarding of all children. All selected candidates will undergo rigorous reference and background checks and will be expected to adhere to these standards and principles. 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.
UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.
Remarks:
UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable female 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.
UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.
All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.
Additional information about working for UNICEF can be found here.