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, Hope
How can you make a difference?
Key functions, accountabilities, and related duties/tasks:
Administration:
Supervises drivers, manages transport requests and proper use of Country office motor vehicle per UNICEF policy Responsible for efficient use of UNICEF resources in travel management and administration contracts Responsible for collecting invoices and filling documents for approval and, thereafter, filing in VISION and in hard copy for all Administration and Supply related expenses Uploads electronic files in VISION transactions and verifies results to destination system Responds to client transaction status and inquires
Travel:
Provides travel assistance to staff members in the 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 related to administrative matters such as visas, security clearance, and documentation procedures among others. Assists in the preparation of budgets on travel and maintains travel plan and budgetary control records. Monitors travel certification and reports back to the team periodically.
Supplies/Equipment:
Responsible for the management of administrative supplies, office equipment, and updating the inventory of items. Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards. Arranges the timely purchase and efficient distribution of office supplies.
Procurement:
Monitors assigned requisitions to ensure completion of procurement actions in a timely manner. Obtains quotations, issues invitation to bids to approved and listed suppliers, arranges and participates in bid openings, compiles price tabulations with price ratings and recommendations for order placement for low-value procurements. In liaison with Senior Supply Associate, corresponds with programme Sections and suppliers on supply and procurement matters. Generates and compiles a variety o supply-related reports from VISION and monitoring reports from the Supply dashboard. Ensures continuous availability of data related to procurement, including assistance in forecasting, requisitions received, orders placed, incoming goods, actual delivery schedules. Prepares periodic reports, and ad-hoc reports as needed. Acts as alternate secretary to the CRC for supply related issues and prepares documents for review. Maintains supplier database and files with complete information, in accordance with UNICEF supply guidelines. Assist with conducting local market surveys on ongoing basis. Prepares Direct Orders (Purchase Orders) against existing Long-Term Arrangements (LTAs) ensuring that the LTA has valid quantities and lead-time meets requirements for low value procurement Maintains purchase order/contract files with all required procurement documentation (POs, invoices, delivery receipts, payment requests, correspondence, etc.).
Impact of Results:
The scope of key results extends beyond small, discrete teams to impact support services of larger, more complex organizational structures. S/He supports the supervisor in the compilation and coordination of work products, ensuring deadlines are met and that established rules and procedures are followed. The work is standardized; yet the incumbent must apply a good knowledge of guidelines, to operationally support the Division/Office. Key performance indicators go beyond the timeliness and accuracy of work to include planning and organizing the work of the team. Administrative/Supply Assistants at this level represent the supervisor in communications involving the exchange of non-routine information, coordinating and following up on deadlines as well as establishing and maintaining communications with staff across various divisions. Communications require tact and discretion. They may also provide guidance and direction to temporary or lower-level staff
To qualify as an advocate for every child you will have…
Education:
Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work
Experience:
A minimum of 4 years of relevant administrative or clerical work experience is required
Language Requirements:
Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.
Skills:
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 backgrounds. 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 love
UNICEF’s values of Care, Respect, Integrity, Trust, and Accountability (CRITA).
The UNICEF competencies required for this post are:
Demonstrates Self Awareness and Ethical Awareness Works collaboratively with others Builds and Maintains Partnerships Innovates and Embraces Change Thinks and Acts Strategically Drive to achieve impactful results Manages ambiguity and complexity
To view our competency framework, please visit here.
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 be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.
Remarks:
UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.
Closing date: 12 June 2022