PURPOSE OF THE POST (Describe the purpose of the post)
Under the supervision of the Chief of the Unit, to provide administrative, contractual, management (system, procedures and activities) human resources, logistics/procurement and operational support to the Polio Unit.
MAJOR DUTIES AND RESPONSIBILITIES
Contractual and administrative management of sub-grants including (NGOs, implementing partners and third party contractors) and educate on UNICEF financial rules and regulations related to cash and supply assistance in close consultation with Budget and Finance Officer and seek guidance from Assurance Specialist.
Under the guidance of Unit Chief provide administrative & operations support to the programme staff (travel management, organizing workshops/meetings etc). Supervise programme assistants in maintaining & completing record of projects, cash and supply inputs. Coordinate with counterparts and programme in correspondence related to cash and supply assistance to projects/sub grants. Follow-up on cash advances, scrutinize bills and relevant documents upon submission for liquidation for processing through Budget and Finance Officer.
Regularly updating the Chief of Polio Unit regarding staffing status of Polio programme. Serve as a focal point for all the Human Resource matters of Polio Unit. Coordinate with the programme colleagues regarding preparation of terms of reference for consultants/staff members, and liaising with Human Resource Unit for the recruitment of the consultants/staff members. Maintaining leave and entitlements records of Polio Programme Staff.
Assist in monitoring the implementation of activities through field visits. Coordinate, follow up (and maintain record of) with provincial offices on PCAs/SSAs and third party agreements. Maintain a repository of Polio sub-grants agreements.
Prepare detailed cost estimates and supply inputs for various project tasks. In consultation with counterparts, health and supply section develop specifications; estimate budget and delivery lead time for supply requirements for projects.
Prepare briefing notes for workshops, meetings with counterparts and other sections. Participate in briefing and de-briefing of project personnel.
Any other task assigned by the supervisor
Fluency in written and spoken English and knowledge of local languages.
OTHER SKILLS AND ATTRIBUTES
-Sound knowledge and experience in computer applications and working knowledge of UNICEF system applications including familiarity with UN financial databases/ERP systems
-Knowledge of UNICEF business practices.
-Ability for analytical, independent work in an organized manner.
-Ability to draft clearly and concisely on technical issues with creative expression.
-Ability to research, analyses, evaluate and synthesize information.
-Ability to work in an international or multicultural environment.
-Good negotiation and communication skill.