Responsible for the proper upkeep, and maintenance of office premises and/or replacement, of office furniture and equipment to ensure that they are appropriate and in good working conditions for all staff and in line with budgetary limitations and operations work plan.
Prepare Terms of reference (TOR) for all above-related services for review by the supervisor and create requisitions to initiate the procurement process for institutional contracts and/or individual contractors. Ensure that there is always an adequate supply of non-expendable property maintain accurate control of the inventory and participate in their physical verification.
Provide operational and administrative support for the organization of internal management and operational meetings such as Operations Meetings, CRC Meetings, annual reviews, work planning meetings, workshops, Heads of Units meetings, and operations sections’ meetings as well as recording of minutes and/or notes at such meetings.
Coordinate arrangements for airport pickups, hotels, and all other matters relating to the reception of staff and visitors. Assist in giving logistical support for meetings, workshops, and training courses.
Responsible for travel management in terms of flight bookings and tickets, review/posting of Travel Authorization (TA) and the related DSA in the system, all in accordance with the rules and policy, and maintaining the necessary records. Ensure the office open TA are timely closed.
Assist in providing briefing and induction to new staff during their onboarding process, assist in providing advice and information to all categories of staff in the areas related to HR, Supply, Administrative, and Financial rules, procedures, and policies, including drafting replies to queries from staff. Prepare on own initiative, correspondence, reports, briefing, etc. on HR and other operations matters, some of a confidential nature.
Responsible for the proper record keeping of monthly attendance sheets and absences including Rest and Recuperation (R&R) and SECTO for all staff where applicable, and timely perform all related transactions in VISION and maintain all hard copy records as well. Periodically produce the utilization report for both R&R and SECTO for the management’s follow-up.
Supervise the work of the Drivers, and Operations Assistants who are staff members in addition coordinate the work of Cleaners and office service contractors and manage or assist in managing all related contracts including conducting performance evaluations of contractors.
Assist in ensuring an effective communication system (telephone, telex, fax, radio, etc) is in place in the office, ensure that all related bills are paid promptly and charges for private calls are collected from staff.
On a periodic basis, review the personnel filing system and recommend appropriate adjustments and improvements to ensure easy retrieval and optimal benefit from the system. Maintain and update operational, policy, management, and confidential files and records; search, collate, and, prepare abstracts of information that may be required from time to time and prepare background material for operational and management meetings as well as maintain the policy, confidential, and general management files.
Assist in liaising with other UN agencies on shared services arrangements or common services, ensure participating agencies are billed and costs are timely recovered for the common services where UNICEF is the lead agency.
Prepares, on own initiative, correspondence, reports, evaluations, and justifications, as required, on general operational and administrative issues and specialized tasks that may be of a confidential nature within the assigned area of responsibility and ensures follow-up action.
Liaise with the country office and support requests relating to HR Admin, Supply, and Finance activities as may be requested; and supervise the staff under his/her supervision.
Perform any other duties in relation to operations activities or scope of works as may be assigned by the supervisor or the management.
The following minimum requirements:
Education: Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization
Work Experience: At least six (6) years of relevant work experience including progressively responsible work in office administration, human resources, or clerical work.
Language Requirements: Fluency in English is required.
