Internal and External Vacancy Announcement: Senior Admin Associate, GS7, Temporary Appointment, Juba South Sudan (For South Sudanese Only)

Under the supervision and guidance of the Admin Specialist, the Senior Administrative Associate will support the administrative unit and will be responsible for areas of facilities, office space, renovation, contract & vendor management, office supplies management, invoice processing, support on procurement of low value items in compliance with UNICEF administrative procedures, processes and policies and Budget 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, Accountability

PURPOSE

Under the supervision and guidance of the Admin Specialist, the Senior Administrative Associate will support the administrative unit and will be responsible for areas of facilities, office space, renovation, contract & vendor management, office supplies management, invoice processing, support on procurement of low value items in compliance with UNICEF administrative procedures, processes and policies and Budget Management.

MAIN RESPONSIBILITIES AND TASKS:

1. Facility, Office Space, Renovation and Contracts & Vendor Management

• Undertake analysis of space requirements for Personnel (staff, consultants & third-party consultants) in the Office and Guesthouse Accommodation
• Work with Engineers on the expansion & renovation of Office Space
• Closely monitor Admin contracts and advise the supervisor on their extension, renewal and support on drafting the ToRs.
• Draft the contract performance evaluation at the end of each contract for review by the supervisor.
• Support survey for Guest house accommodation in close coordination with Guest house committee and Security.

2. Invoice processing and support on procurement of low value procurements

• Facilitates the processing of contracts for Vendors/service providers that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, creation of Purchase Requisition and/ or service orders.
• For low value procurement, ensure adherence to policies and procedures, for obtaining quotations/bids, comparing of the proformas, preparation of Table of Comparisons and working with Supply for issuance of low value PO.

• Maintains up-to-date tracker for Admin contracts and MOUs for UN Agencies, invoice/ payment status and vendor lists/service provider data base.
• Preparation of payment document, uploading them on the Finance registry and follow up with Finance on payments submitted by Admin section
• Responsible for collecting invoices and filing documents for approval and thereafter processing in VISION (creation of Service Entry sheets and Goods Receipts in Vision).
• Responds to Vendor/service provider transaction status and other inquiries.

3. General Administrative duties

• Supervise the Vendors/service providers, generator maintenance work and ensure services are done on time and in compliance with TORs.
• Provide support other General administrative matter
• Support on Greening the blue initiatives
• Maintaining data for EFAAT (Environmental Footprint & Accessibility Assessment Tool) and ensure timely reporting to Head Quarters
• Ensure knowledge sharing with other staff in the Office

4. Budget Monitoring

• Support Admin Specialist in Budget management. Monitors budgets and financial expenditures of Admin allocation, ensuring compliance with UNICEF rules and regulations and donor conditions. Keeping supervisor informed and advised on actions for decision/follow up.
• Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
• Prepares and maintains budget tracker for the budget monitoring and tracking expiring grants

5. Oversight and support to Field offices:

• Support Admin specialist in oversight and support of Field offices in administrative services in following areas:
• Management and build control on Admin services contract management & MOU with UN services
• Support on cost sharing matrix for common premises and Guest house
• Renovation of Offices
• Budget management

 MINIMUM QUALIFICATIONS AND COMPETENCIES

Education:

1. Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work or university degree in Business Administration.

Work Experience:

2. Seven years of progressively responsible work experience at national and or international level in assets, facility, contract, warehouse management and general administration support

• Candidates with bachelor’s degree require 4 years relevant experience
• Candidates with maters degree requires 2 years relevant experience

3. Work experience in emergency duty station is an asset.

Language:

4. Fluency in written and spoken English language is required

Skills:

5. Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required

The competencies required for this post are: 

i) Core Values

• Care
• Respect
• Integrity
• Trust
• Accountability
• Sustainability

Core Competencies

• 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)
• Drive to achieve impactful results (1)
• Manages ambiguity and complexity (1)

For every Child, you demonstrate…

*The 7 core competencies are applicable to all employees. However, the competency Nurtures, Leads and Managers people is only applicable to staff who supervise others.

To view our competency framework, please visit here.

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.

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 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:

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable female candidates are encouraged to apply.

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

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 a visa or 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.