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UNICEF Vacancies 2022 for Administration Officer Jobs in Juba Location.
UNICEF Jobs in Juba 2022:- New job notification not for UNICEF job opportunity portal for the post of Administration Officer. Administration Officer Vacancy is for the Juba location. Candidates should apply through www.unicef.org before the last date which is 14 December 2022.
Administration Officer Jobs at UNICEF Details
|Name of Vacancy||Administration Officer Vacancy in South Sudan|
|Last Date||14 December 2022|
|Job Type||UN Jobs in South Sudan|
|Top Job Category of the day||NGO Jobs in South Sudan|
Administration Officer Jobs Description
Summary of Key Functions
Support the Management of UNOPS administrative functions, premises, facilities and inventory
Oversee transport management supporting the Admin Assistant
Contribute to knowledge building and knowledge sharing
1.Ensures management of UNOPS administrative functions, premises, facilities and inventory, focusing on achievement of the following results:
Overall management of office premises; follow-up to ensure that the office is adequately stocked with necessary supplies and all equipment is working and properly maintained;
Scheduling and monitoring of maintenance, repairs, washing, landscaping, paint work of the office premises and environment;
Monitoring and ensuring the timeliness and quality of administrative tasks (e.g. cleaning, management of the canteen services) on a daily basis;
Create and maintain effective internal controls for equipment inventory;
Manage the organization’s office space allocation and storage space;
Working with the Finance and management team to set budgets, ensure to monitor spending and other expenses to adhere to set limits and avoid overspends;
Collecting, organizing and storing administrative related information both in soft and hard copy filing systems;
Oversee special office activities and tracking progress towards UNOPS SSOC goals;
Oversee the generator maintenance;
Collaborate with PSOs for project based support services required to deliver project needs;
Lead on HSSE reporting and compliance of the Juba office.
2. Ensures proper transport management, focusing on achievement of the following results:
Manage, audit and review compliance systems in the transport management to ensure that they are effective;
Review any shortcomings such as prohibitions and/or tests;
Keep up to date on relevant changes in standards and legislation;
Ensure that drivers hold the appropriate entitlement for the vehicle they are driving;
Ensure drivers comply with the drivers’ hours and working time rules;
Ensure that drivers are properly trained and competent to operate all relevant vehicles and equipment;
Ensure that a proper system of vehicle maintenance is in place and carried out and that all vehicles are kept in a roadworthy condition;
Management of office vehicles and transportation service to ensure punctual transportation service is provided to the staff, UNOPS visitors and high officials on mission;
Ensure that all required records are made properly and kept for the required period;
Ensure that all drivers maintain and understand a good driver’s maintenance system.
3. Ensures effective office management and supervision of the administrative team, focusing on achievement of the following results:
Monitoring and analysis of administrative services and recommendations for changes in policies, systems and procedures to ensure services are aligned with changing business needs and objectives
Ensuring UNOPS administrative resources are fully and properly accounted for and that internal control systems are adequate and functioning;
Assessment of expenditure in administration (office premises, assets, tc.) for previous years; estimate of new requirements and preparation of budget plans for designated areas of work;
Collaboration in the administration of common premises to ensure efficiency, cost- effectiveness and timeliness of operations and services;
Preparation and monitoring of the team work-plans. Supervision and guidance to the staff in the administrative team, including the drivers’ team, handyman and Administrative Assistants, for satisfactory performance and client-oriented services.
Supervision of the cleaning and maintenance team to ensure effective and efficient services be provided;
Efficient and effective cooperation among different sub-teams in terms of achieving results;
Drafting of correspondence and internal procedural directives relating to administrative matters;
Administrative support and services provided to SSOC key events (e.g. conferences, VIP visits, UN Day, etc.) on a timely and quality basis;
Planning, scheduling and promoting office events including meetings and conferences;
Ensure appropriate hosting and reception of SSOC guests;
Ensure that conference and meeting rooms are always ready for meetings;
Act as liaison with various vendors providing maintenance and other occupancy services;
Provide and oversee centralized administrative operations procedures of services for the agency;
Ensure proper Asset Management including asset verification, Assets disposal and depreciation.
4. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:
Organization of training for administrative-related topics;
Briefing/debriefing of staff members on issues relating to administrative area of work;
Sound contributions to knowledge networks and communities of practice;
Synthesis of lessons learnt and best practices in administration.
Impact of Results The key results have an impact on the overall efficiency of the South Sudan Operations Centre in administration management.
A first-level university degree in Business or Public Administration, or related fields.
A Masters degree in Business or Public Administration, or related fields is an asset.
2 years of relevant experience at the national or international level in administrative management is required.
Ability to manage premises and record management[;
Skills in Vehicles/Fleet Management;
Ability to coordination activities with the other departments and external clients is essential.
Language Requirements Fluency in written and oral English and the language of the duty station required.
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.
Please note that the closing date is midnight Copenhagen time.
Applications received after the closing date will not be considered.
Only those candidates that are short-listed for interviews will be notified.
UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
Work life harmonization – UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.
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