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L’Unicef recrute un(e) associé(e) administratif(ve), Malawi

L’Unicef recrute un(e) associé(e) administratif(ve), Malawi

Publié : 

Categories : Avis de recrutement

Domaines : Administration - Ressources humaines - Planification

Regions : Malaisie

L’Unicef recrute un(e) associé(e) administratif(ve), Malawi

 

Job no : 551216

Contract type : Consultancy

Duty Station : Lilongwe

Level : Consultancy

Location : Malawi

Categories : Administration

 

 

Apply here

 

 

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, Opportunity

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.

In an effort to help UNICEF realize its mandate, and as a strategic business partner to the UNICEF Malawi Country Office (MCO), the Administration Team aims at providing continuous and reliable generalist administrative services and efficient support to its clients to shoulder the strengthening of overall Programme and Operations effectiveness. A well-rounded Administration unit is critical to an employee-orientated, healthy and psychological safe workplace in which its staff members are energized, engaged, satisfied and productive. Through its administrative management efforts, Administration also contributes significantly to the delivery of impactful results for the children of Malawi.

Given the current typology of the Administration core team in relation to the size of the office, and further to the response efforts brought about by the pandemic (and hence the need for redistribution of the workload within the team to optimize on the delivery of the Administration workplan), it has become imperative to align the long-term staffing of the Administration unit with a a more robust and optimal Administration structure so to better respond to current office issues and needs as well as to meet the strategic Administration global goals. In the meantime, the need for much required Administration related services cannot be met from within the current Administration staffing resources due to the lack of specialized knowledge, expertise and capacity. However, one of the major external influences on the recruitment of a fixed-term or temporary appointment Administration position is funding constraints due to the global financial crisis and related contraction in Regular Resources and donor funding within the country. This is resulting in an overstretch Administration unit and therefore, the need to recruit the services of an individual contractor to support the Administration team on an interim basis. To address the much needed and continuous requirement for efficient Administration services, both on an operational and strategic level, a shift is required in the application of a staffing solution to enable sustained administration performance in an ever demanding environment, while continuously adding strategic value to the office and improving on administrative operations and services.

In view of the ongoing and critical administrative processes, as well as adoption of various new global initiatives for improving delivery of administrative services, the office accordingly requires the direct intervention and support from an Administration professional to provide overall support and partnering with business units.

 

How can you make a difference?

Procurement and contracts management :

  • Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, and making necessary logistical arrangements ;
  • Maintains up-to-date vendor lists, partners, and consultant rosters ;
  • Supervise outsourced services including the security services, cleaning and catering services.

Communications & Workflow :

  • Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs ;
  • Manages incoming and outgoing correspondence, e-mails and telephone calls ;
  • Communicates routine and some non-routine information pertaining to the work of the team ;
  • Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate ;
  • Act as a focal point on all communication with service providers and the Administration Unit.

Calendar/Meetings/Correspondence Management :

  •  Maintains office calendar and arranges meetings ;
  • Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.

Events/Logistics :

  •  Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts ;
  • Arranges times through liaising with participants over availability ;
  • Liaises with budget focal points and section over costs and needs ;
  • Prepares background materials for participants and uploads cleared materials on the intranet ;
  • Prepares and maintains agendas on meetings and events related to the work group commitments.

 Travel :

  • Provides travel assistance to staff members for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel ;
  • Briefs/de-briefs staff members on issues relating to administrative matters such as visas, security clearance, and documentation procedures ;
  • Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records ;
  • Processes immigration papers for international visitors, consultants and staff.

 Invoice Processing  :

  •  Responsible for collecting invoices and filing documents for approval ;
  • Uploads electronic files and verifies results to destination system ;
  • Responds to client transaction status and other inquiries.

 Supplies/Equipment  :

  • Supports management of administrative supplies, office equipment, and updating inventory of items ;
  • Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards ;
  • Arranges for the purchase and timely distribution of office supplies.

Performs any other duties and responsibilities assigned as required.

 

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

Academic qualification : Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.

 Work experience :  A minimum of 5 years of relevant administrative or clerical work experience is required.

 Technical skills and knowledge :  

  • Training and experience using SAP, MS Word, Excel, PowerPoint; knowledge of integrated management information systems required ;
  • Organizational, planning and prioritizing skills and abilities ;
  • Ability to deal patiently and tactfully with visitors ;
  • High sense of confidentiality, initiative and good judgment ;
  • Ability to work effectively with people of different national and cultural background ;
  • Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.

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).

 Languages : Solid written and verbal skills in English is required.

Core Values :

  • Care ;
  • Respect ;
  • Integrity ;
  • Trust ;
  • Accountability.

Please refer to the attached full Terms of ReferenceDownload File TOR Individual Contractor – Administrative Associate.pdf  for more details on the consultancy and requirements.

For every Child, you demonstrate…

UNICEF’s values of Care, Respect, Integrity, Trust, and Accountability (CRITA).

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.

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.

HOW TO APPLY…

Interested consultants should provide the following:

  1. Curriculum Vitae
  2. Brief technical proposal (no longer than five pages) demonstrating the consultant’s understanding of the assignment and approach/methodology to the assignment
  3. Financial proposal including a breakdown of their all-inclusive fees (including professional fees, travel, living cost, visa and other costs). Complete the attached form Download File Financial Proposal for Consultancy.xlsx
  4. References details

 

Remarks :

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

Individuals engaged under a consultancy or individual contract will not be considered “staff members” under the Staff Regulations and Rules of the United Nations and UNICEF’s policies and procedures, and will not be entitled to benefits provided therein (such as leave entitlements and medical insurance coverage). Their conditions of service will be governed by their contract and the General Conditions of Contracts for the Services of Consultants and Individual Contractors. Consultants and individual contractors are responsible for determining their tax liabilities and for the payment of any taxes and/or duties, in accordance with local or other applicable laws.

The selected candidate is solely responsible to ensure that the visa (applicable) and health insurance required to perform the duties of the contract are valid for the entire period of the contract. The candidate may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid).

 

Deadline : 02 Jun 2022 South Africa Standard Time.

 

Apply here