Purpose of the job
Under the general guidance of the Deputy Director, Operations, the position is responsible for the provision of effective and efficient administrative management services to the Supply Division in Campus 1 and Campus 2. Administrative management includes planning, implementation and reporting on premises and facilities, safety and security, services (including cleaning, canteen and catering, maintenance, courier, travel agency, and transport), travel, events, and assets. Responsibilities include both management of UNICEF staff working in administrative functions (see below) and management of contracts for outsourced administrative services.
Summary of key functions/accountabilities:
Premises Management: Manages office premises and environment. Supports UNICEF Supply Division relationships with landlord, Copenhagen and Danish authorities, the Ministry of Foreign Affairs, and utilities and other service providers. Reviews office premises systematically and manages all activities necessary to ensure a safe, secure and conducive working environment for all staff members. Develops and maintains procedures for premises management.
Safety and Security Management: Acts as Security Focal Point for UNICEF, manages relationship with Country Security Focal Point, UN Security Management System and the Danish emergency services, and represents UNICEF Supply Division interests as required in security management activities and meetings in Denmark. Reviews systematically and advises on safety and security measures to protect staff, premises and equipment. Supports development of Business Continuity Plan, conducts and reports on regular crisis and business continuity management tests to ensure emergency preparedness, and coordinates communications and training activities for staff and responsible focal points in the Supply Division. Develops and maintains procedures for safety and security management. Monitors and reports on safety and security arrangements, including through the maintenance of incident reports.
Administrative Budget and Contract Management: Prepares for approval, manages and reports on the use of the administrative budget, including for premises, utilities, vehicles and equipment, and office supplies. Manages the procurement processes and related contracts, and related supplier performance, for outsourced administrative services, including premises, utilities, cleaning, canteen and catering, maintenance, courier, office supplies, transport arrangements, travel agency and security services.
Coordination with UN City Common Services Unit: Collaborates with the UN City Common Services Unit on effective and efficient administrative service provision, with respect to both maintaining a safe, secure and conducive working environment in UNICEF Supply Division office space in UN City and also procurement and management of shared services and facilities. Establishes systems to maintain effective communication of relevant information between UN City Common Services Unit and UNICEF Supply Division, including on safety and security, events, and administrative services.
Travel Management: Manages travel arrangements for Supply Division staff, including interpretation of policy, development and maintenance of procedures and systems, and reporting, including with respect to cost-effectiveness and service quality. Ensures compliance with travel policy. Manages relationship with travel agency and coordinates travel arrangements for travellers (i.e. tickets, visas, hotels). Provides training and briefings to staff on travel policy, procedures and advisories. Develops and maintains procedures for travel management.
Meetings: Collaborates with designated event coordinators, including the Director’s Office, on the planning and facilitation of events hosted by the Supply Division, comprising conferences, meetings, and workshops for UNICEF staff, partners and visitors. Oversees and directs the provision of administrative facilities and services for events in both campuses of UN City. Develops and maintains procedures and systems for meeting planning and facilitation.
Property and Equipment: Manages Supply Division assets, comprising vehicles, furniture and equipment, including safeguarding, recording, and obtaining appropriate insurance cover (in conjunction with the Insurance Unit), routine servicing and maintenance, and conducting periodic physical inventory count and reconciliation activities. Makes recommendations on the acquisition, replacement and disposal of assets. Prepares periodic reporting on assets in compliance with policy, procedures, and periodic financial closure instructions. Ensures transport services are readily available for the Director, senior staff and visitors. Schedules and reports on the use of UNICEF vehicles including on fuel consumption, mileage, and driver overtime.
Staff: Manages staff in Administration Unit, including preparing annual work plans, individual performance planning and evaluation, facilitating professional development opportunities, and ensuring a healthy, respectful work environment and staff wellbeing.
Core Values
Commitment
Diversity and inclusion
Integrity
Core competencies
Communication [II]
Working with People [II]
Drive for Results [II]
Functional Competencies:
Analyzing [II]
Applying Technical Expertise [II]
Leading and Supervising [II]
Planning and Organizing [III]
Education:
A completed Advanced university degree (Master’s degree) in Public Administration, Business Administration or a related field is required.
Experience:
At least eight (8) years of relevant professional work experience, of which at least 3 years at the international level, in the area of administration and premises and facility management in progressively more responsible supervisory positions is required.
Language:
Fluency in English is required.
Knowledge of Danish is useful but not required.
For every Child, you demonstrate…
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.
