Administrative Specialist (Field Support & Construction), P-3, Fixed Term Position, Division of Financial and Administrative Management, O/p Brussels, Belgium #00014042

Organizational Context

UNICEF operates in over 190 countries, dedicated to saving children's lives, defending their rights, and helping them fulfill their potential. The organization is undergoing a transformation to enhance efficiency, accountability, and cost optimization, adapting its administrative support framework to evolving global business and premises management needs.

Job Purpose

The Administrative Specialist (Field Support & Construction) provides integrated administrative and technical support to UNICEF field and regional offices, focusing on premises leasing, space utilization, property, and construction management, including common premises projects. This role ensures compliance with UNICEF policies, UN standards, and financial accountability requirements (IPSAS 43) for leased premises. The position contributes to delivering safe, cost-effective, and inclusive workplaces globally, supporting the organization's strategic objectives for premises management and operational efficiency.

Responsibilities

Provide administrative and technical support to field offices on premises management, grants, rental advances, and compensation claims. Interpret and guide on administrative policies and procedures. Review draft legal agreements for premises to ensure conformity with UN standard terms, advising on negotiations and liaising with the Senior Legal Advisor when necessary. Prepare reports, briefing notes, and audit responses for senior management. Ensure premises and office equipment data is up-to-date in VISION, coordinating with the Accounts Section and providing technical guidance to field offices. Review CAF submissions for capital projects, including cost-sharing arrangements, for accuracy and compliance, making recommendations to Senior Management. Evaluate submissions from field offices and UNCTs regarding new premises acquisition, renovations, fit-out proposals, common premises initiatives, and residential facilities. Analyze feasibility studies, cost-benefit analyses, financial proposals, and business cases to determine optimal premises management solutions. Advise on Field Services administrative requests pertaining to premises.

Work Experience

A minimum of five years of progressively responsible professional experience in administrative services, premises management, property management, or construction project management is required. Experience in an international organization or UN system is an asset.

Skills

Administrative support, Premises management, Construction project management, Lease administration, Financial accountability, Policy interpretation, Report writing, Data management, Negotiation skills, Compliance monitoring, Cost-benefit analysis, Interpersonal skills

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