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For 60 years, UNICEF has been working on the ground in 190 countries and territories to promote
children's survival, protection and development. The world's largest provider of vaccines for
developing countries, UNICEF supports child health and nutrition, good water and sanitation,
quality basic education for all boys and girls, and the protection of children from violence,
exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals,
businesses, foundations and governments.
Admin & Supply Assistant UNICEF México
Duty Station: Mexico City
Job Level: GS-6
Country: Mexico City
Application Close: 15.10.2014
Region: LACR
Contract Type:
Appointment
Fix
Term
VA/MEX /2014/009
PURPOSE OF THE JOB
Under the direct supervision of Chief of Operations as focal point of administrative management
services and the supply operations the incumbent assists in ensuring effective planning,
contracting, procurement, distribution, and inventory management of UNICEF's supplies, in
support of the Country Programmes and operations. The incumbent is accountable for delivery of
efficient and cost effective 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.
KEY END-RESULTS
1.
Rapid and relevant responses and assistance provided to evolving supply needs and
situations, including emergency situations, with a priority on achieving value for money.
2. Integrity, standards and accountability monitored, administered and maintained by
implementing sound, accurate supply/logistics management systems, procedures,
documentation and accurate reporting.
3. Professional assistance and training provided for capacity-building in order to enhance
efficient, effective and timely delivery of supplies.
4. Effective procurement conducted to attain lowest cost without sacrificing quality.
5. Effective collaboration and partnership in
supply/procurements/purchasing/contracting/logistics with internal and external
counterparts developed and maintained through better coordination, communication and
networking.
6. Appropriate interpretation and application of administrative policy and procedures are
timely implemented to support operations at the country and sub-country levels.
7. Operations of delivery of administrative support services are timely and effectively
provided, and security arrangements are well established for enhanced safety and security.
8. Property management of administrative supplies, office equipment, vehicles and other
properties are effectively performed.
9. All administrative transactions and arrangements of contracts (Institutional, consultants
and individuals) satisfy the requirements as stipulated and are in compliance with the
applicable policies, procedures, rules and regulations.
10. Staff capacity is enhanced through active staff learning/development programmes in the
area of administrative management and services.
11. Effective working relations are maintained with other agencies, local authorities and
implementing partners. UNDG administrative harmonized policies and processes
including on joint offices, commons premises and common services are effectively
implemented
12. Any other assigned administrative management responsibilities and services are effectively
carried out and delivered.
KEY ACCOUNTABILITIES and DUTIES & TASKS
Within the delegated authority and under the given organizational set-up, the incumbent may
be assigned the primarily, shared, or contributory accountabilities for all or part of the
following areas of major duties and key end-results.
1. Provide rapid and relevant assistance and support to evolving supply needs and situations
facing children and families, including emergency situations, with a priority on achieving
value for money.

Support logistics/supply planning through coordination with Operations/Programme
Sections. Provides technical support in preparation of appropriate documents, and input
on specifications and supply and logistics arrangements, facilitating cost-effective
efficient procurement, clearance, storage and distribution of supplies and equipment to
project sites, in support of the country programme implementation.

Assist in the Country Programme strategy planning review to recommend on supply
requirements and to provide support in the preparation of Plan of Operations and Plans
of Action. Assist in the implementation of supply/logistics component of the Country
Programme, including systems for storage and distribution of supplies to all project sites.
2. Implement sound, accurate supply/logistics management systems, procedures and
documentation as well as regular, accurate reporting to maintain the highest level of
integrity, standards and accountability.

Maintain effective working relations and contact with the Supply Division, Copenhagen,
to confer on supply procurement and shipping policies and procedures. Advise the country
office on policies and procedures impacting on offshore and local procurement and
delivery. Maintain link with Copenhagen on transnational shipments, deliveries, claims
and appropriateness of supplies.

Prepare a comprehensive methodology on the Government’s motivation to achieve the
outcome of an effective supplier base, able to participate in local, regional and global
procurement processes through the development of capacity building strategies for local
potential suppliers to become more competitive in an increasingly global and demanding
programme structure as well as emergency response actions.

Act as secretary and adviser to the CRC. Establish and maintain a system of contact with
customs and port/airport authorities at national ports of entry on the clearance of UNICEF
supplies, in keeping with established protocol.

Supervise the staff in preparation of appropriate documentation: cash and supply
requisitions, purchase orders, CRC submissions etc.

Participate in the preparation/compilation of the supply status reports required for donor
reports, budget reviews, programme analysis, annual reports, appeals, etc.

Help to develop and communicate accurate inventory tracking, inventory aging and
incoming supplies information.
3. Support UNICEF as well as Government capacity-building in order to enhance efficient,
effective and timely supply delivery,

Plan, design and conduct training for UNICEF's staff/consultants and counterparts in
supply management, customs clearance, distribution and inventory of supplies and
equipment in order to improve supply delivery.

Assists in the identification of training needs and plan training activities in supply
administration for UNICEF’s staff/consultants and counterparts, to improve supply
delivery.
4. Conduct and monitor effective procurement, local, regional and/or offshore, with a goal
to attain lowest cost without sacrificing quality as applicable.

Undertake field visits to project sites and monitor inventory and supply inputs. Proposes
corrective actions to improve logistical procedures.
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Conduct local procurement through issuance of tenders, bid adjudication and contract
management Identify and recommend potential local suppliers. Maintain data on and
evaluate local supply sources' overall performance, (competitive pricing, product quality
and timely delivery). Assess supply operations and control mechanisms and propose
appropriate actions.
Review of 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 goods and services. Proposes to supervisor any changes that may be
required.
Monitors payments against contractual obligations
Monitor progress of offshore and/or regional procurement through regular contacts with
the Action Office(s).
Communicate and report quality issues with respect to supplies and/or service agreements.
5. Collaboration and Partnership
 Coordinate with the Programme Section on supply planning, providing technical support
on procurement specifications and supply administration as well as providing advice on
supply requirements in the development of the supply component of the Country
Programme.

Provide advice to the Country Office and Government on offshore and/or local
procurement policies and procedures, delivery and utilization of UNICEF supplies and
equipment; coordinate with the Supply Division, Copenhagen, on supply policy and/or
activities.

Team with the Programme Section and other members of the Operations Section to
facilitate procurement as well as efficient customs clearance, storage and distribution of
supplies and equipment.

Maintain partnership and collaborative relations with UNICEF, Government, UN, and
bilateral counterparts in supply and logistics activities, including distribution, and
monitoring supply inputs and inventory.
6. Appropriate and consistent interpretation and application of administrative policy and
procedures timely implemented to support operations at the country or sub-country levels.
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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.
Contributes to recommendations on the improvement of internal controls systems
taking into account the prevailing conditions in the locality.
Keeps supervisor abreast of potential problem areas, prepares reports on administrative
matters as required.
Provides administrative support and services to sub-country (zone) offices and out
postings, where procedures and requirements.
Contributes to recommendations on the improvement of internal controls systems

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taking into account the prevailing conditions in the locality.
Keeps supervisor abreast of potential problem areas, prepares reports on administrative
matters as required.
Provides administrative support and services to sub-country (zone) offices and out
postings, where applicable, including preparation and funding of service contracts,
preparations of PGMs for all admin supplies and guidance on administrative
procedures.
7. 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 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.
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8. Operations of delivery of administrative support services are timely and effectively
provided, and security arrangements are well established for enhanced safety and
security.

Assists Operations & HR Manager in the establishment and maintenance security
arrangements and related administrative services.
9. Property management of administrative supplies assistance ensures, office equipment,
vehicles and other properties is effectively maintained
 Supports 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.
10. Sends documentation of the sale/disposal to the LACRO Operations HUB and GSSC
when operational.

Monitors and supervises adequate and appropriate use of supplies. Ensures that services
and maintenance of premises are in accordance with organizational standards.
JOB GRADE FACTORS
- Administer the supply operations of a small size country office or assist a higher level supply
officer in a large country or area office.
- Provide professional assistance to the supply operations with responsibility of a less
complex nature with a limited scope of impact on quality and delivery of supplies and
services.
- Provide technical and operational advice on proper interpretation and application of policy
and procedures in consultation and coordination with supervisor, management, and/or
Supply Division, as appropriate.
- Make recommendations of a technical nature on supply specifications, delivery and methods
of transport.
- Provides accurate administrative services information, interpretation and application at the
country level, based on the technical knowledge of UNICEF’s administrative policy
procedures, rules and regulations.
- Decides on the appropriate application and interpretation of administrative rules, regulations
and procedures
QUALIFICATION and COMPETENCIES
1. Education
Completion of Secondary School, University or Certification courses in administration,
management, supply, logistics, purchasing or contracting or, a recognized qualification in
procurement and contracting.
2. Work Experience
6 years of professional work experience both national and international work experience
in office management, administration, finance, supply, logistics, and purchasing,
contracting and/or other related fields.
Work experience in emergency duty station.
3. Language Proficiency
Fluency in English and Spanish.
4. Competency Profile (For details on competencies please refer to the UNICEF Professional
Competency Profiles.)
i) Core Values (Required)
 Commitment
 Diversity and Inclusion
 Integrity
ii) Core Competencies (Required)
 Communication [I]
 Drive for Result [I]
 Working With People [II]
iii) Functional Competencies (Required)
 Applying Technical Expertise [I]
 Following Instructions and Procedures [II]
 Planning and Organizing [II]
iv) Technical Knowledge
a) Specific Technical Knowledge required (for the job)
(Technical knowledge requirements specific to the job can be added here as
required.)
 Specialized, standard technical knowledge (product knowledge, market
research/analysis) required for essential Supply Management/Purchasing/Contracting
(e.g., vaccine, equipment, medical supplies, contracts, customs function, taxation,
insurance, etc.).
 Supply operations, logistics and administration.
 Principles of office management, operations and administration management.
 IT Skills and working knowledge of UNICEF SAP Logistics Module, MICROSOFT
_Excel, Power Point and Word Software.
b) Common Technical Knowledge required (for the job group)
• Knowledge of managing inventory, transport, and diverse logistics operations (e.g.,
programme supply & logistics) in the international environment.
• Knowledge of supply/contracting/logistics policies, goals, strategies, and approaches
• Knowledge of public procurement principles and processes.
• Knowledge of procurement process from procurement planning, to execution to
contract management and administration, including procurement methods and tools of
good procurement practice.
• Knowledge of establishing strategic, long term and sustainable procurement
arrangements.
• Knowledge of general principles and processes involved in risk management in
procurement, including risk analysis and evaluation techniques.
• Knowledge of financial and legal implications in procurement process.
• UNICEF Administrative service management’s policies, procedures and guidelines.
c) Technical Knowledge to be Acquired/Enhanced (for the Job)
• UNICEF Supply Function goals, visions, positions, policies and strategies. (E.g.,
SUPDIRs, PROs, Executive Directives).
• Rules and regulations of supply and programme manuals and instructions. (E.g.,
Supply Field Manual, Programme, Policy and Procedures Manual).
• Financial circulars and rules, regulations and manual.
• Administrative and Human Resources Rules and Manuals.
• Information and Communication Technology administration.
• UNICEF emergency programme and operations policies, strategies, procedures and
approaches.
• Rights-based and Results-based management and programming approach in UNICEF.
• Mid-Term Strategic Plan (MTSP); Country Programme Management Plan (CPMP).
• International Code of Conduct
• UN and UNICEF policies and approaches on supply issues involved in harmonization
of operations in the common system.
• UN and UNICEF security operations and guidelines.
• Government regulations and laws in the locality (e.g., customs clearance, VAT and
other taxation systems).