Recrutement de 01 Administrative Officer

Recrutement de 01 Administrative Officer

Contract type: Temporary Appointment
Duty Station: Brasilia
Level: NO-2
Location: Brazil
Categories: Supply Management, Operations, Administration, Facilities Management
UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential. Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, results

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias, or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic, and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education, and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

Job Context

This position will be responsible to plan, direct and manage the administration and services that directly impact the meeting of organizational/staff needs and program delivery of goals and objectives. The Administrative Officer is responsible for providing support to the supervisors and colleagues in the office by managing and executing a variety of professional and technical transactions and processes, applying theoretical skills and thorough knowledge of organizational goals, objectives, rules, regulations, policies, and procedures to complete the tasks. The Brazil country office is composed by 9 field offices plus the head office in Brasilia.

How can you make a difference?

Under the general guidance of the Deputy Representative Operations, the Administrative Officer will be the focal point of administrative management services in a country or sub-country office, accountable for the delivery of efficient and cost-effective administrative support services, providing guidance for operations of administrative support services and management of administrative staff. Ensures the office’s administrative operations and services are in compliance with the organization's administrative policy, procedures, rules, and regulations.

Key Expected Results

• Appropriate interpretation and application of administrative policy and procedures are timely implemented to support operations at the country and sub-country levels.

• The budget preparation and implementation are properly administered, monitored, and controlled in the area of administrative management and services.

• Management and operations of delivery and improvement in administrative 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 are effectively performed.

• All administrative transactions and arrangements of contracts satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations.

• Staff capacity is enhanced through active staff learning/development programmes in the area of administrative management and services.

• Effective working relations are maintained with other agencies, local authorities and implementing partners.

• Any other assigned administrative management responsibilities and services are effectively carried out and delivered.

Key accountabilities and Duties & Tasks

1. Policy, procedures, and strategies

• As functional focal point, accountable for the correct and consistent application of policies and procedures in the assigned administrative functions through the provision of guidance and support to the country office or sub office where applicable.

• Contributes to strategic planning and monitoring of administrative matters at country/sub-country level as necessary. Provides practical input on implementation of administrative guidelines, in close coordination with the head of office, operation staff/ supervisor.

• Supports supervisor and the head of the office, and updates staff on administrative policies, procedures rules and regulation. Implements the appropriate application and interpretation of administrative rules, regulations, policies, and procedures. Briefs and assists arriving and departing staff on basic administrative procedures and requirements.

• Makes specific recommendations on the improvement of systems and internal controls, planning, restructuring and resolution of sensitive issues, taking into account the prevailing conditions in the locality.

• Keeps supervisor abreast of potential problem areas and identifies and recommends solutions. Prepares reports on administrative matters as required.

• Provides administrative support and services to sub-country (zone) offices and out-postings, where applicable, including preparation and funding of service contracts, preparations of PGMs for all administrative supplies and guidance on administrative procedures.

• Undertakes missions to field locations to review administrative arrangements and makes appropriate recommendations where applicable.

2. Budget management

• Monitors the budget in close coordination with supervisor to ensure that objectives stipulated early in the fiscal year are realized for smooth operations of the office including sub-country (zone) offices and out postings 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

• Undertakes delivery and improvement in administrative support and office services 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 office 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.

• Helps negotiate and administer matters relating to office premises, utilities and services with vendors and agencies.

• Oversight of administration support for field offices.

4. Property management

• Supports property management of administrative supplies, office equipment and vehicles, updating inventory of items, serving as ex-officio member to the Property Survey Board where applicable. Assists supervisor in Property Survey Board submissions, preparing minutes of meetings. Assists supervisor in executing PSB recommendations approved by 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.

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.

• Participates in the reviews of the 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

• Collaborates on the development of training activities to ensure effective performance in administrative services management. Implements effective staff learning and development programme activities for capacity building. Helps organize workshops for staff’s competency building, and staff learning and development.

7. Partnership, coordination, and collaboration

• As required, under direction of the supervisor, collaborates with other agencies, local authorities and implementing partners on administrative matters including information exchange and harmonization.

8. Performs any other duties and responsibilities assigned as required.



To qualify as an advocate for every child you will have…

Education

A first level university degree in social sciences, business management, administration, finance, or any other relevant field of discipline.

Experience

A minimum of 2 years of professional experience in in office management, administration, finance, accounting, ICT, human resources, supply or any other relevant function is required.
Experience in an international organization and/or large corporation is preferred.
Experience in a UN system agency or organization some of which served in a developing country is considered as an asset.
Advanced knowledge of Microsoft Office, especially Excel required. Experience in database packages, web based management systems and ERP systems (preferably SAP financial modules) is considered as an asset.
Language Requirements

Fluency in English and Portuguese is required. Knowledge of Spanish will be considered as an asset.



For every Child, you demonstrate...

UNICEF's values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAS).

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)


Click here to learn more about UNICEF’s values and competencies. During the recruitment process, we test candidates following the competency framework. 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 benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

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 promote the protection and safeguarding of all children. All selected candidates will, therefore, 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’s active commitment towards diversity and inclusion is critical to deliver the best results for children.

Remarks:

UNICEF appointments are subject to medical clearance. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

This position is for Brazilian citizens only.

Advertised: 19 Jul 2023 E. South America Standard Time
Deadline: 02 Aug 2023 E. South America Standard Time