Administrative Manager – UNICEF Uganda

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External Vacancy: Administrative Manager, (P3), Kampala, Uganda #58977 [Open Only to Non-Ugandan Nationals]

Uganda is one of the over 190 countries and territories around the world where we work to overcome the obstacles that poverty, violence, disease, and discrimination place in a child’s path. Together with the Government of Uganda and partners we work towards achieving the Sustainable Development Goals, the objectives of the Uganda National Development Plan, and the planned outcomes of the United Nations Development Assistance Framework. Visit this Link to connect with our mission in Uganda.

How can you make a difference?

The Administrative Manager will be responsible for the following functions:

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 the head of office, 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.
  • Liaises with the Regional Office and HQ Divisions to support policy reform in the area of administrative service management; advises on the applicability of new policy directives at the country level. 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 PGMs 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 Deputy Representative, Operations 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

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  • 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 offices 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 ex-officio member to the Property Survey Board and ensuring follow-up action.
  • Prepares Property Survey Board submissions for the Senior Operations Officer; prepares minutes of meetings and assists the Senior Operations Officer 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. Conducts workshops for staff competency building, staff learning and development and career development. 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…

Education

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

Work Experience

  • Five years of relevant professional work 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.

Language requirements:

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 UNICEF competencies required for this post are…

  • Nurtures, Leads and Manages People (2)
  • 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)

To view our competency framework, please visit here.

Click here to learn more about UNICEF’s values and competencies.

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:

  • Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.
  • Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

Advertised: 19 Nov 2021 E. Africa Standard Time
Deadline: 26 Nov 2021 E. Africa Standard Time

Click Here to Apply

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