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, a fair chance
How can you make a difference?
Organizational Context and Purpose for the job
The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.
Purpose for the job:
Under the supervision and guidance of the Operations Manager, the Administrative/Supply 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
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 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 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.).
Other
Performs other duties that may be assigned by supervisor.
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 5 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.
For every Child, you demonstrate…
UNICEF’s values of Care, Respect, Integrity, Trust, and Accountability (CRITA).
The UNICEF competencies required for this post are…
Core Competencies
▪ Demonstrates Self Awareness and Ethical Awareness (1)
▪ Works Collaboratively with others (1)
▪ Builds and Maintains Partnerships (1)
▪ Innovates and Embraces Change (1)
▪ Thinks and Acts Strategically (1)
▪ Drive to achieve impactful results (1)
▪ Manages ambiguity and complexity (1)
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:
Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
Closing date: 06 May 2022