Administrative Officer (NO-1) #125696, San Fernando, Venezuela. LACR

As focal point of administrative management services in Field office, the incumbent is accountable for delivery of efficient and cost-effective administrative support services, providing guidance for operations of administrative support services and management of administrative staff. Ensures the office’s administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations.

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, opportunities

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 nation.

www.unicef.org/venezuela

How can you make a difference? 

As focal point of administrative management services in Field office (Bolívar, San Fernando and Maracaibo), the incumbent is accountable for delivery of efficient and cost-effective administrative support services, providing guidance for operations of administrative support services and management of administrative staff. Ensures the office’s administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations.

1. Policy, procedures and strategies

As functional focal point, accountable for the correct and consistent application of policies and procedures in the assigned administrative functions through the provision of guidance and support to the country office or sub‑office where applicable.  

Contributes to strategic planning and monitoring of administrative matters at sub-country level as necessary.  Provides practical input on implementation of administrative guidelines, in close coordination with the head of office, operation staff/ supervisor.  

Supports supervisor and the head of the office, and updates staff on administrative policies, procedures rules and regulation.  Implements the appropriate application and interpretation of administrative rules, regulations, policies and procedures.  Briefs and assists arriving and departing staff on basic administrative procedures and requirements. 

Makes specific recommendations on the improvement of systems and internal controls, planning, restructuring and resolution of sensitive issues, taking into account the prevailing conditions in the locality.

Keeps supervisor abreast of potential problem areas and identifies and recommends solutions.  Prepares reports on administrative matters as required.

Provides administrative support and services to the Field, Sub Offices and Antenas, where applicable, including preparation and funding of service contracts, preparations of PGMs for all administrative supplies and guidance on administrative procedures.  

Undertakes missions to field locations to review administrative arrangements and makes appropriate recommendations where applicable.

2. Budget management

Monitors the budget in close coordination with supervisor to ensure that objectives stipulated early in the fiscal year are realized for smooth operations of the office including sub- offices and Antennas where applicable. 

Recommends and prepares estimates on office premises, supplies and equipment requirements for budget preparation purposes.  Assists the FO, Sub offices and Antennas in the establishment and maintenance of administrative services.  Prepares, monitors and controls the administrative budget. 

3. Administrative support and services

Undertakes delivery and improvement in administrative support and office services including space management, transport services, vehicle use and maintenance, equipment, conference and travel arrangements, document reproduction, communications, mail and delivery services, local procurement and bill payments of utilities.

Ensures the timely and cost-effective provision of basic office services including space management, equipment, communications and security to enhance staff safety and productivity.  

Supports the local Inter-Agency Operations Management Team's approaches for enhancing UN common services to attain efficiencies and effectiveness. 

Helps negotiate and administer matters relating to office premises, utilities and services with vendors and agencies.  

4. Property management

Supports property management of administrative supplies, office equipment and vehicles, updating inventory of items, serving as ex-officio member to the Property Survey Board where applicable.  Assists supervisor in Property Survey Board submissions, preparing minutes of meetings.  Assists supervisor in executing PSB recommendations approved by the Head of Office. 

Monitors and supervises adequate and appropriate use of supplies.  Ensures that services and maintenance of premises are in accordance with organizational standards. 

5. Contract arrangement and control

Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations. 

Participates in the reviews of the contractual arrangements related to administrative support (i.e. courier, premises maintenance, ancillary administrative support, vehicle maintenance, equipment maintenance etc.) to ensure that the terms and conditions of all contracts are being adhered to by providers of services.  Proposes to supervisor any changes that may be required.

Monitors payments against contractual obligations.

6. Staff learning and development

Collaborates on the development of training activities to ensure effective performance in administrative services management.  Implements effective staff learning and development programme activities for capacity building.  Helps organize workshops for staff’s competency building, and staff learning and development. 

7. Partnership, coordination and collaboration

As required, under direction of the supervisor, collaborates with other agencies, local authorities and implementing partners on administrative matters including information exchange and harmonization. 

8. Performs any other duties and responsibilities assigned as required.

KEY END-RESULTS

1.  Appropriate interpretation and application of administrative policy and procedures are timely implemented to support operations at the country and sub-country levels. 

2. The budget preparation and implementation are properly administered, monitored and controlled in the area of administrative management and services. 

3. Management and operations of delivery and improvement in administrative support services are timely and effectively provided, and security arrangements are well established for enhanced safety and security. 

4. Property management of administrative supplies, office equipment, vehicles and other properties are effectively performed. 

5. All administrative transactions and arrangements of contracts satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations. 

6. Staff capacity is enhanced through active staff learning/development programmes in the area of administrative management and services. 

7. Effective working relations are maintained with other agencies, local authorities and implementing partners. 

8. Any other assigned administrative management responsibilities and services are effectively carried out and delivered.

If you would like to know more about this position, please review the complete Job Description here:  Administrative Officer Level 1.pdf

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

Minimum requirements:

Education

• University degree in social sciences, business management, administration, finance, or any other relevant field of discipline.  Advanced university degree will be considered an asset.

Work Experience

• One year of relevant professional work experience with both national and international work experience in office management, administration, finance, accounting, ICT, human resources, supply, or any other relevant function.
• Work experience in emergency duty station is an asset.
• Experience at the United Nations is a strong asset

Language Proficiency 

• Fluency in Spanish is required.
• Working knowledge of English is required.
• Knowledge of local language or another official UN language (Arabic, Chinese, French, Russian or Spanish) is an asset.

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 

Familiarize yourself with our competency framework and its different levels.

This position has been assessed as an elevated risk role for Child Safeguarding purposes as it is either a role with direct contact with children, a role that works directly with identifiable children’s data, a safeguarding response role, or an assessed risk role. Additional vetting and assessment for elevated risk roles in child safeguarding (potentially including additional criminal background checks) apply.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious or ethnic background, and persons with disabilities, to apply to become a part of the organization. To create a more inclusive workplace, UNICEF offers paid parental leave, breastfeeding breaks, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements. Click here to learn more about flexible work arrangements, well-being, and benefits.

According to the UN Convention on the Rights of Persons with Disabilities (UNCRPD), persons with disabilities include those who have long-term physical, mental, intellectual, or sensory impairments which, in interaction with various barriers, may hinder their full and effective participation in society on an equal basis with others. In its Disability Inclusion Policy and Strategy 2022-2030, UNICEF has committed to increase the number of employees with disabilities by 2030. At UNICEF, we provide reasonable accommodation for work-related support requirements of candidates and employees with disabilities. Also, UNICEF has launched a Global Accessibility Helpdesk to strengthen physical and digital accessibility. If you are an applicant with a disability who needs digital accessibility support in completing the online application, please submit your request through the accessibility email button on the UNICEF Careers webpage Accessibility | UNICEF.

UNICEF only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/”

UNICEF does not hire candidates who are married to children (persons under 18). 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 based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. 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, and selected candidates with disabilities may be requested to submit supporting documentation in relation to their disability confidentially.

Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions 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. 

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.