Monday, October 21, 2013

UNICEF Administration Specialist

Background
A review of the current Administration Unit workload has shown a need for a consultant to support and strengthen the existing systems and processes and staff capacity required to comply with corporate reporting schedules and maintain administrative operations for the immediate period of six months.
PURPOSE OF POST
Under the supervision of the Chief Operations, the consultant will independently ensure the improved organization of administrative services in the country office. As a specialist of administrative services, the consultant will ensure the office’s administrative operations and services are conducted efficient, risks are managed and procedures are in compliance with the organization's administrative policy, procedures, rules and regulations.
MAIN DUTIES AND RESPONSIBILITIES
Reinforces the capacity of Administration unit in UNICEF Luanda. Responsible for the systematic review of office premises to ensure a good and secure working environment for all staff members. Liaises with UN common services to ensure that quality of administration services received meet the quality required and all actions necessary are taken to ensure healthy working conditions in the office, maintenance of the UNCIEF part of the common premises is done properly, organization of office space and filing and storage space is adequate.
Leads an office improvement task force, seeking input from all sections and units with the purpose of creating an appropriate working environment and internal office image in line with corporate branding.
Reviews the workflow of asset tracking and production of asset counts according to corporate reporting schedules for introduction into VISON by asset tracking focal point. Leads the physical count for scheduled reporting at the end of the year 2013. Leads the reconciliation of physical inventory data with office records to ensure inventory taken is complete, and identifies discrepancies for corrective action. Identifies and works with relevant partners to finalize hand-over of vehicles to partners. Leads preparation for PSB to rid office of obsolete items.
Conducts a risk assessment exercise involving all administration unit staff and selected staff from other operations units and designated programme staff. Identify risks and revise work processes, revises work processes and sets up systems in compliance with corporate policies and procedures, by establishing relevant internal control systems and facilities, including accurate, prompt and appropriate information and reports to the Chief Operations, to remove or mitigate the impact of identified risks.
Acts as quality assurances focal point, trains administration staff on quality assurance procedures, and keeps the supervisor abreast of potential quality deficiencies, and identifies and recommends solutions.
Reviews contractual arrangements with suppliers of goods and services to ensure that the terms and conditions of all contracts are being adhered to by the suppliers of goods and services. Proposes to the supervisor any changes that may be required. Leads a tender for key admin services that need improvements, resulting in LTAs best suited vendor.
Deliverables
•Complete and reconciled physical count of office assets for scheduled reports according to IPSAS.
•Revised operational procedure to track assets in the office.
•Input leading to a PSB to discharge obsolete furniture and equipment.
•Reviewed key admin services. Conclusive tender for a new LTA with key vendors where appropriate.
•Review and reorganize transport in UNICEF Luanda and for programme events in Luanda. Evaluate the use of rental companies versus use of internal transport.
•Improved use of office space, filing, lighting, air conditioning, air quality, workplace safety, sanitary conditions.
•Identified and lead the necessary repairs to office furniture and equipment.
•Set up MOU with a vendor or identify a maintenance technician to work on office improvements on a SSA basis.
•Work with UN common premises administration to reduce impact of sewage problem in adjacent properties.
•Quality Assurance report on admin contracts conducted and compiled in a report. Problems addressed with vendors and solved or recommendation for contact changes recorded and followed up.
•Parking space utilization reorganized for efficiency. Procedures for vehicle cleaning established.
•System for proper maintenance of vehicles in place. Preventative maintenance procedures set up and followed.
•Vehicle status monitoring system operational that assigns responsibility of drivers for particular vehicles. Standards set out and monitored to ensure that proper safety equipment is carried and vehicles are MOSS compliant.
•Risk assessment conducted in cooperation with operations and selected programme staff and report compiled outlining the changes to procedures and processes mitigating the identified risks.
•Any other assigned administrative management responsibilities and services are effectively carried out and delivered.
Qualifications and specialized knowledge, experience and skills required
•Advanced university degree in business management, administration, finance, or any other relevant field of discipline.
•Five years of relevant professional work experience in management, office administration, finance/account, some of which at the international level.
•Excellent writing and analytical skills in English.
•International work experience, in particular UNICEF experience in office management and administration is desired.
•Specialized knowledge to perform the administrative service management functions of the job at competent level is required.
•Fluency in English and another UN language required. Working Knowledge of Portuguese language is necessary will be an asset.
Working conditions: The enumeration of the SSA is at P3 level based on the UNICEF Luanda SSA salary scale which is inclusive of airfare and per diem cost. UNICEF will support directly the transportation and DSA for local travel. The consultant will support the residual costs, including via costs. In addition, the consultant has to certify that he/she is covered by medical/health insurance including international medical evacuations.
The expected start date of the consultancy is 01 November 2013
How to apply:
Qualified candidates are requested to submit a signed P11 form (which can be downloaded from our website athttp://www.unicef.org/about/employ/index_53129.html), a Curriculum Vitae, a cover letter, a copy of highest relevant diploma to luandarecruitment@unicef.org , quoting on the subject line: “Consultant – Administration Specialist”

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