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, opportunity
How can you make a difference?
Under the supervision and guidance of the Senior Administrative Associate, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.
Key functions, accountabilities and related duties/tasks:
Travel
Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
Briefs/de-briefs staff members on issues relating to related visas, security clearance, and documentation procedures.
Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
Monitors travel certification and report back to the team.
Meetings/Correspondence Management
Arranges meetings, accommodations etc.
Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
Events/Logistics
Supports events and logistical arrangements, through engaging service providers, caterers and hosts.
Invoice Processing
Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.
Uploads electronic files and verifies results to destination system.
Responds to client transaction status and other inquiries.
Store and warehouse management
Manage store efficiently in terms of cleanliness, checking of security system etc.
Deliver the office stationaries in respective section or field offices;
Update the stock regularly in bin card and registry;
Ensure office stationary for official events.
Receive stationary and update the stock.
General Administrative duties
Classify the documents and prepared file with appropriate tagging.
Respond to customer queries in person, by e-mail or by phone.
Visa, Protocol and Passbook:
Follow-up with MOFA, Department of Immigration regarding visa extension, passbook issuing/deletion, vehicle sale / buy permission etc./ Issuing visa support letters.
Provide protocol at the airport as back up of Admin Assistant.
To qualify as an advocate for every child you will have…
Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
A minimum of 5 of relevant professional experience in administrative or clerical work
Developing country work experience and/or familiarity with emergency is considered an asset.
Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.
Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
Thorough knowledge of UNICEF administrative policies and procedures.
Organizational, planning and prioritizing skills and abilities.
Ability to deal patiently and tactfully with visitors.
High sense of confidentiality, initiative and good judgment.
Ability to work effectively with people of different national and cultural background.
Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff
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…
Functional Competencies:
Analyzing (I)
Learning and Researching (I)
Planning and organizing (I)
Following Instructions and Procedures (I)
View our competency framework at
http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf
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:
Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.
Only shortlisted candidates will be contacted and advance to the next stage of the selection process.