The United Nations Children’s Fund (UNICEF) Zambia is looking for suitably qualified candidates to apply for the vacancy below:
Administrative Officer-Fixed-Term Appointment, NO-B (National Category, Level B), for 1 year (renewable) to be based in Lusaka. The incumbent will work under the general supervision of the Chief of Operations.
Within the delegated authority and under the given organizational set-up, the incumbent may be assigned the primary, shared, or contributory accountabilities for all or part of the following areas of major duties and key end-results.
Duties
- Responsible for the systematic review of office premises to ensure a good and secure working environment for all staff members. Undertakes all actions necessary to arrange cleaning services, ensures procurement, maintenance and repair of equipment and supplies, in accordance with budgetary plans and allocation.
- Supervises transport services, by ensuring a schedule for use of vehicles, reviews reports on use of petrol, mileage, driver overtime records, and maintenance services.
- Oversees all administrative arrangements for meetings, workshops, seminars and visitors by coordinating transportation, hotel accommodations, conference room reservations and audio-visual equipment, as required.
- Reviews all travel requests for budgetary provisions, supervises travel arrangements, (i.e., tickets, visas, hotels, per diem). Issues travel authorizations confirming accuracy of information for signature of supervisor. Briefs staff on all policies and procedures covering official travel.
- Briefs and assists arriving and departing staff on basic administrative procedures and requirements, (i.e., shipment and insurance of personal effects, liability claims, as well as in identification, arrangement and selection of staff housing).
- Supervises the timely and organized delivery, collection, registry, reproduction and transmittal (UNET, telex, fax, courier) of correspondence, documents, pouch services and administrative supplies.
- Reviews usage of telecommunications systems and arranges for recovery for personal use. Reviews allocation of office telecoms equipment and recommends the need to update office phone policy as needed.
- Recommends and prepares estimates on office premises, supplies and equipment requirements for budget preparation purposes. Reviews operating processes and contracts to advise on areas where cost-efficiencies are possible. Maintains tracking systems for all Operations costs. Supports the office in implementing environmentally sound operating practices. Assists sub-offices (if needed) in the establishment and maintenance of administrative services.
- Ensures the safekeeping, annual physical inventory, prepares reports, including cost analysis and recommends replacement/disposal of equipment and supplies. Reconciles physical inventory data with office records to ensure inventory taken is complete, and identifies discrepancies for corrective action. Prepares annual reports on subjects to HQs.
- Oversees appropriate archive and record management arrangements, and ensures archives are maintained in in good order with regular disposal of obsolete items.
- Keeps the supervisor abreast of potential problem areas, and identifies and recommends solutions. Prepares reports and correspondence on administrative matters.
Education
University degree in Business Administration or related area. Advanced degree an asset. Minimum of two years practical professional work experience in the field of general office administration, especially in the areas of transportation management, travel, customs and protocol arrangements. Experience in an international organization is desirable.
Values and Competency
Core Values (Required)
- Commitment
- Diversity and Inclusion
- Integrity
Core Competencies (Required)
- Communication [II]
- Working with People [I]
- Drive for Results [II]
Functional Competencies (Required)
- Analyzing [II]
- Applying Technical Expertise [II]
- Following Instructions and Procedures [II]
- Planning and Organizing [II]
Interested candidates should send their application by 08 January 2016 with updated Curriculum Vitae with at least 3 traceable references and completed UN Personal History form (P-11) to Lusaka@unicef.org or the Human Resources Specialist, UNICEF Lusaka Office, UN House 3rd Floor, Alick Nkhata Road, P.O. Box 33610, Lusaka. Please clearly indicate the VN No. for the position applied for. Note that the Personal History form (P-11) can be downloaded from the UNICEF Lusaka website under ‘Opportunities.’ The advertisement is also being posted on our website.
“UNICEF IS COMMITTED TO GENDER EQUALITY IN ITS MANDATE AND ITS STAFF. WELL QUALIFIED CANDIDATES, PARTICULARLY FEMALES AND PERSONS WITH DISABILITY ARE STRONGLY ENCOURAGED TO APPLY”.
