National Administrative and Supply Officer at National Professional Level (NOB) on Temporary Appointment (TA) (for Tajik nationals only), Dushanbe, Tajikistan 192 views


National Administrative and Supply Officer at National Professional Level (NOB) on Temporary Appointment (TA) (for Tajik nationals only)

Job no: 528410

Position type: Temporary Appointment

Location: Tajikistan Division/Equivalent: CEE/CIS

School/Unit: Tajikistan

Department/Office: Dushanbe, Tajikistan

Categories: Supply/Logistics, NO-2

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,

The Admin/ Supply Officer will provide technical and operational support as per the Country Office (CO) setup and is responsible for managing the supply chains for the Country Office, or elements of the supply chains of a larger supply operation, together with administration and travel functions.

How can you make a difference?

The Admin/Supply Officer reports to the Operations Manager as per the Country Office set-up for supervision and guidance. The Admin/ Supply Officer provides technical and operational support as per the Country Office (CO) setup and is responsible for managing the supply chains for the Country Office, or elements of the supply chains of a larger supply operation, together with administration and travel functions. The supply chain operations include planning, procurement, contracting, customs clearance, warehousing, in country transport and distribution, as well as monitoring of supplies, services and construction works. The incumbent supports management in collaboration with programmes in defining supply interventions to meet programmatic needs and achieve results for children, and provides technical and advisory support to governments, national systems and partners on supply chain management. Besides, the position is responsible for overall travel management, maintenance and other admin related functions in the office.

Key function, accountabilities and related duties/tasks:

Summary of key functions/accountabilities:

1. Supervision of supply team

  • Supply Chain service delivery and emergency response
  • Collaboration with programme and implementing partners
  • Technical, advisory support to government/national systems
  • Innovation, products and markets
  • Supervision of Administrative Associate and team of drivers
  • Coordination / support for visa related issues
  • Liaison with other UN agencies on BOS and other common interests

1. Supply functions

  • Oversight on local procurements, compliance with solicitation process as per Supply Manual and transparency in recommendations. Participates in CRC. Recommend to Supervisor any Long Term Agreements with selective suppliers
  • Contributes in the planning and implementation of the supply component of the country program, including a system for all procurement and distribution of supplies to project sites. Interacts with the program section in the preparation of appropriate documents according to procurement specifications and supply procedures.
  • Reviews all contractual arrangements with suppliers of goods and services to ensure that the terms and conditions of all contracts are being adhered by the suppliers. Supervises market surveys, supplier profiles, ensure compliance with supply Manual on quotations and recommends suppliers.
  • Supervise warehouse inventory with monthly reporting to supervisor. Supervise the logistics planning, and arrangements facilitating efficient clearance, storage and distribution of supplies and equipment to end-users from ports of entry and warehouse
  • Maintains contact with customs and immigration officials, follows up on preliminary supply clearance documentations to facilitate timely customs clearance of supplies and equipment, in keeping with established protocols.
  • Undertake field visits to project sites to inventorise and monitor supply inputs. Proposes corrective action to improve efficient usage.

2. Administration functions

  • Contributes to strategic planning and monitoring of admin matters at the CO or the field offices.
  • Supports the Supervisor and the Head of Office on administrative policies, procedure and rules/regulations. Briefs and assists the arriving and leaving staff on Administrative policies.
  • 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 Inter-Agency Operations Management Team’s approaches for enhancing UN common services to attain efficiencies and effectiveness.
  • Ensures the timely and cost-effective provision of basic office services including space management, equipment, communications and security to enhance staff safety and productivity.
  • Helps negotiate and administer matters relating to office premises, utilities and services with vendors and agencies
  • Responsible for the systematic review of office premises rental contracts to ensure a good and secure working environment for all staff members. Coordinates with other UN agencies and recommends to supervisor more cost-effective options for office premises.
  • Supervises all travel arrangements, i.e. tickets, visas, hotels etc. to ensure LTAs with Travel agencies in coordination with other UN agencies.
  • Support property management of administrative supplies, office equipment and vehicles, updating inventory, serving as ex-officio member to the Property Survey Board where applicable. Plans and implements PSB submission, minutes of meetings and then execute recommendations approved by the Head of Office.
  • Participate in the review of the contractual arrangements related to administrative support to ensure that the terms and conditions of all contracts are being adhered to by the service providers.
  • Implements effective staff learning and development program activities for capacity building to ensure effective performance in administrative services management and helps organize workshops for staff competency building, and staff learning and development
  • Collaborate with other agencies, local authorities and implementing partners on administrative matters including information exchange and harmonization

Impact of Results:

The ability of the Admin/ Supply Officer to successfully plan, manage and oversee the effective and efficient Administrative support and Supply chain management of goods, services and construction works for UNICEF programmes and the Government, directly impact on program goals and results for children. This in turn contributes to maintaining/enhancing the credibility of UNICEF as an effective and responsible manager of funds entrusted to the organization and to furthering UNICEF image as a competent organization for delivering cost effective and sustainable program results for children.

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

Competencies and level of proficiency required (based on UNICEF Professional Competency Profiles/ratings).

For every Child, you demonstrate…

UNICEF’s values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

The functional competencies required for this post are:  Analyzing (I)  Applying technical expertise (I)  Planning and Organizing (II)  Coping with set-back and pressure (I)  Following Instructions and Procedures (I)

Required skills:

  • Good analytical skill and negotiating skills.
  • Good knowledge and understanding of administrative managements in a multicultural environment.
  • Ability to manage and monitor the effective use of financial and material resources.
  • Ability to supervise and direct a team of professionals and support staff.
  • Ability to work in a multicultural environment and establish harmonious working relationships, both within and outside the organization.
  • Fast learner, adapts and responds to change, tolerates ambiguity.
  • Ability to contribute to formulation of strategies and policies.
  • Good knowledge of latest developments and technology in supply chain management.
  • Good understanding of supply chain processes, from programme needs assessment, through planning, procurement and contracting, logistics and delivery, monitoring and evaluation.
  • Good knowledge and understanding of UNICEF programmes, public procurement principles, financial and legal aspects of supply chain issues, ethics and risk management of supply chain operations.

Recruitment Qualifications

Education: A university degree in Finance, Business, Management, Economics, Supply Chain Management, Logistics, Procurement, International Development.

Experience: A minimum of two (2) years of solid experience, at the national and/or international levels, in administration, supply/ logistics, procurement, contracting is required.

Experience in Supply Chain Management and Administrative Management will be an advantage. Understanding of development and humanitarian work. Emergency experience an advantage.

Language Requirements: Fluency in English and Tajik or Russian is required. Knowledge of another official UN language is considered as an asset.

View our competency framework at: http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

Application:

The link to review detailed Specific Job Profile would be available at the following links: www.untj.org/jobs, www.unicef.org/tajikistan/resources, www.facebook.com/uniceftajikistan.

The candidates, who are interested to apply for the position, should follow the electronic application’s instructions at: http://jobs.unicef.org/cw/en-us/job/528410?lApplicationSubSourceID=

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, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

Remarks:

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

Advertised: Dec 06 2019 West Asia Standard Time Application close: Dec 19 2019 West Asia Standard Time

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