Summary
Date Posted: Wednesday, June 26 2024, Base Salary: Not Disclosed

JOB DETAILS:
In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution. At the GS-6 level, the below tasks are expected to be carried out with a high level of independence.

Key functions/accountabilities:
1. Analyses and maintains an overview of the work of the liaison office to ensure timely operational support is provided in general and specialized areas.
2. Supports management of office premises, establishes routine vehicle maintenance, and supervises office drivers.
3. Provides practical input on implementation of administrative guidelines, in close coordination with the Liaison Officer and Administrative Officer. Updates staff on administrative policies, instructions, rules and regulations.
4. Briefs and assists arriving and departing staff on basic administrative and operations procedures and requirements.
5. Contributes to recommendations on the improvement of internal controls systems considering the prevailing conditions in the locality.
6. Keeps supervisor abreast of potential problem areas, makes recommendations for follow-up actions, prepares reports and evaluations on general administrative, operational or specialized tasks.
7. Provides travel assistance to staff members for travel arrangements and entitlements based on the organization’s rules and policies.
8. Assists in the preparation of budgets on travel costs and maintains travel budgetary control records. Processes travel claims. Briefs/de-briefs staff members on issues relating to administrative matters such as security clearance and documentation procedures.
9. Supports procurement/management of administrative supplies, office equipment and vehicles. Maintains inventory of office items.
10. Establishes an office supplies monitoring system. Ensures that services and maintenance of premises and equipment are in accordance with organizational standards.
11. Facilitate in follow up and implementation of HACT assurance activities/recommendations,
12. Maintains inventory of office items. Establishes an office supplies monitoring system. Ensures that services and maintenance of premises and equipment are in accordance with organizational standards.
13. Maintains admin related hard and electronic files, updates data bases ensuring timely and appropriate recording, safekeeping, and disposal of information. Provide general logistical support to visitors and individual contractors for services and physical space planning.
14. Drafts estimates on field office premises, supplies and equipment requirements for budget preparation purposes. Raises Vision documents and monitors the field office budget in close collaboration with Dar es Salaam Office.
15. Maintains field office Petty Cash account (records petty cash expenditures and replenishment), maintains office asset register, ensures timely requests for office supplies, collects pro-forma invoices from office vendors & other service providers, liaises with Dar es Salaam to facilitate timely payments, supports financial forecast for the field office.
16. Arranges for and/or attends meetings on day-to-day administrative matters, participates in discussions of new or revised procedures and practices, interprets, and assesses impact of changes, and makes recommendations for follow-up action.
17. Prepares on own initiative, correspondence, special reports, evaluations, and justifications, as required, on general administrative tasks.
18. Participates in one UN Common services meetings and serves as focal point in the field office for HACT quality assurance activities.
19. Coordinate meetings with all UN tenants in the shared office.
20. Coordinates logistical arrangements including travel, accommodation, and organization of events for the liaison office. Monitors staff compliance of office travel guidance and procedures.
21. Serve as a focal point for effective Supply, finance, HR Planning and Training management while upholding UNICEF core values at all times.

To qualify as an advocate for every child you will have…
Minimum requirements:
• Education: Completion of secondary education, preferably supplemented by technical or university courses in a field related to Finance, Business Administration, and Economics, Administration, or other related fields.
• Work Experience: At least 2 years of progressively work experience in administrative and junior management and operational functions.
• Skills: Knowledge of finance is a distinct advantage.
• Language Requirements: Fluency in English and Swahili is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.
Desirables:
• Developing country work experience and/or familiarity with emergency.

For every Child, you demonstrate…
UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

The UNICEF competencies required for this post are…
(1) Builds and maintains partnerships
(2) Demonstrates self-awareness and ethical awareness
(3) Drive to achieve results for impact
(4) Innovates and embraces change
(5) Manages ambiguity and complexity
(6) Thinks and acts strategically
(7) Works collaboratively with others

Work Hours: 8

Experience in Months: 24

Level of Education: High School

Job application procedure
In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution. At the GS-6 level, the below tasks are expected to be carried out with a high level of independence.

Key functions/accountabilities:
1. Analyses and maintains an overview of the work of the liaison office to ensure timely operational support is provided in general and specialized areas.
2. Supports management of office premises, establishes routine vehicle maintenance, and supervises office drivers.
3. Provides practical input on implementation of administrative guidelines, in close coordination with the Liaison Officer and Administrative Officer. Updates staff on administrative policies, instructions, rules and regulations.
4. Briefs and assists arriving and departing staff on basic administrative and operations procedures and requirements.
5. Contributes to recommendations on the improvement of internal controls systems considering the prevailing conditions in the locality.
6. Keeps supervisor abreast of potential problem areas, makes recommendations for follow-up actions, prepares reports and evaluations on general administrative, operational or specialized tasks.
7. Provides travel assistance to staff members for travel arrangements and entitlements based on the organization’s rules and policies.
8. Assists in the preparation of budgets on travel costs and maintains travel budgetary control records. Processes travel claims. Briefs/de-briefs staff members on issues relating to administrative matters such as security clearance and documentation procedures.
9. Supports procurement/management of administrative supplies, office equipment and vehicles. Maintains inventory of office items.
10. Establishes an office supplies monitoring system. Ensures that services and maintenance of premises and equipment are in accordance with organizational standards.
11. Facilitate in follow up and implementation of HACT assurance activities/recommendations,
12. Maintains inventory of office items. Establishes an office supplies monitoring system. Ensures that services and maintenance of premises and equipment are in accordance with organizational standards.
13. Maintains admin related hard and electronic files, updates data bases ensuring timely and appropriate recording, safekeeping, and disposal of information. Provide general logistical support to visitors and individual contractors for services and physical space planning.
14. Drafts estimates on field office premises, supplies and equipment requirements for budget preparation purposes. Raises Vision documents and monitors the field office budget in close collaboration with Dar es Salaam Office.
15. Maintains field office Petty Cash account (records petty cash expenditures and replenishment), maintains office asset register, ensures timely requests for office supplies, collects pro-forma invoices from office vendors & other service providers, liaises with Dar es Salaam to facilitate timely payments, supports financial forecast for the field office.
16. Arranges for and/or attends meetings on day-to-day administrative matters, participates in discussions of new or revised procedures and practices, interprets, and assesses impact of changes, and makes recommendations for follow-up action.
17. Prepares on own initiative, correspondence, special reports, evaluations, and justifications, as required, on general administrative tasks.
18. Participates in one UN Common services meetings and serves as focal point in the field office for HACT quality assurance activities.
19. Coordinate meetings with all UN tenants in the shared office.
20. Coordinates logistical arrangements including travel, accommodation, and organization of events for the liaison office. Monitors staff compliance of office travel guidance and procedures.
21. Serve as a focal point for effective Supply, finance, HR Planning and Training management while upholding UNICEF core values at all times.

To qualify as an advocate for every child you will have…
Minimum requirements:
• Education: Completion of secondary education, preferably supplemented by technical or university courses in a field related to Finance, Business Administration, and Economics, Administration, or other related fields.
• Work Experience: At least 2 years of progressively work experience in administrative and junior management and operational functions.
• Skills: Knowledge of finance is a distinct advantage.
• Language Requirements: Fluency in English and Swahili is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.
Desirables:
• Developing country work experience and/or familiarity with emergency.

For every Child, you demonstrate…
UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

The UNICEF competencies required for this post are…
(1) Builds and maintains partnerships
(2) Demonstrates self-awareness and ethical awareness
(3) Drive to achieve results for impact
(4) Innovates and embraces change
(5) Manages ambiguity and complexity
(6) Thinks and acts strategically
(7) Works collaboratively with others

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