Administrative and Finance Associate, G-6, Fixed-Term, ICTD Digital Core, Valencia, Spain

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

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 fulfil 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, a connected world.

The overarching strategic goal of UNICEF’s Information and Communication Technology Division (ICTD) is to transform and build partnerships with our stakeholders to successfully implement UNICEF programmes globally through innovative technology-enabled solutions.

UNICEF is going through an exciting digital transformation that will influence the work of the entire organization. As part of this transformation, UNICEF is opening a new ICTD Digital Core office in Valencia, Spain to execute ICTD’s digital strategy across all UNICEF locations globally. This role is an exciting opportunity to support the operations of a new office.

The Administrative and Finance Associate reports to the Operations Specialist at the P-3 level in the Risk Management and Governance Section of ICTD’s Digital Core, with matrix management by the Deputy Director. The Strategy, Risk Management and Governance Section is responsible to ensure global IT management support and governance. One of the key functions of the section is to manage the financial resources of the division, human resources, learning and development, ICT procurement, ICT asset management, and overall office administration.

This vacancy announcement is for two Administrative and Finance Associate posts at the G-6 level. These identical roles will work and partner with the assigned business units and sections in ICTD and will be accountable for both specialized and procedural communications, operational and administrative support services.

How can you make a difference?

The Administrative and Finance Associate is responsible for executing a broad variety of standardized, ICT-focused administrative and financial services for the respective sections requiring thorough knowledge of UNICEF’s ICT, administrative and financial procedures, processes and policies.

In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of delivery, and the impact of work directly reflects on the overall reputation of the Operations team in terms of responsiveness to client needs and quality of process execution.

Key responsibilities:

ICT Operational Budget Planning and Implementation Support • In collaboration with the Project Associate for the section, support the section’s annual and quarterly workplans, including consultant and supply plans. • Assist in consolidating cost estimates for ICT services, equipment, and supplies for annual work-planning and budget preparation purposes. • Monitor budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision and follow up. • Carry out periodic reviews of budgetary commitments for reprograming or operational and financial closure • Carry out transactions in VISION pertaining to grants for the section and tracking expiring programme grants when applicable.

Financial Management • Verify ICT consultant timesheet and invoices, and goods receipts. Act as the Local Focal Point for Finance and Master Data Management for the assigned section. As required, back up other sections’ Local Focal Points. Submit relevant documents to the Global Shared Services Centre and ensure completion of transactions according to Key Performance Indicators. • Respond to client transaction status and other inquiries. • Support periodic closure of account activities so they are completed in accordance with organizational procedures and standards. Responsible for processing various transactions such as accounts receivable, accounts payable, pre-payments, and leave balances, according to internal, Division of Finance and Administrative Management, and Global Shared Services Centre deadlines. • Support and update section’s staff on administrative and financial policies, procedures, rules, and regulations. Implement the appropriate application and interpretation of such guidelines.

Administrative Management

Procurement • Support processing of requisitions for procurement of ICT goods (Long Term Agreement vendors) and contracts for individual ICT consultant services ensuring compliance with internal and organizational policies and procedures. • Support Project Associate in the processing of requisitions for goods and services for the section.

Travel • Provide travel process advisory to staff members in section on business and entitlement travel procedures, based on the organization’s rules and policies. Liaise with relevant travel focal points to ensure that the organization obtains the best service and price for all travel. • Brief and de-brief staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures. • Extract, input, maintain, and verify correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs. • Assist in the preparation of budgets on travel costs. In coordination with the Project Associate, maintain travel plan and budgetary control records. • Monitor travel certification according to organization policies and communicate with travelers to ensure completeness of travel records.

Asset Management • Act as the section’s ICT Asset Focal Point responsible for completeness and accuracy of the IT asset portfolio assigned to the section. Act as key focal point for the annual asset verification process responsible for timely action and meeting corporate deadlines.

Office Space and Equipment Maintenance • Assist in space and equipment allocation for staff and consultants. Provide onboarding and offboarding administrative support to staff, consultants, and interns. • Ensure that services and maintenance of premises are in accordance with organizational standards. • Arrange for the purchase and timely distribution of office supplies and office equipment.

Events and Logistics • Support capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers, and hosts. • Arrange times through liaising with participants over availability.

Records Maintenance and Communication • Responsible for completeness and accuracy of systems of record related to the section, including assets, financial records, staff and consultant (individual and third party) directories, office space allocation, etc. • Establish and maintain the office digital filing and reference systems. Ensure the mailing lists for the assigned section are up to date and accurate. • Communicate routine and some non-routine information pertaining to the work of the team.

Other Duties • Provide relevant information in response to audit queries when required. • Act as attendance focal point and monitor attendance records for the section. • During absences and annual leaves backs up colleagues in the same section and other peers as agreed with the supervisor.

To qualify as a champion for every child you will have…

Education: • Completion of secondary education (high school diploma) is required. • Technical or university courses related to the work of the organization are desirable.

Required Experience: • A minimum of 6 years of progressively responsible administrative or clerical work experience is required. • In-depth knowledge of working with an ERP system is required. • Knowledge of integrated management information systems is required. • Training and experience using Microsoft Word, Excel, PowerPoint, and other software, such as SharePoint is required.

Required Skills and Abilities: • Ability to organize, plan and prioritize. • 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.

Desirable: • Knowledge of UN/UNICEF organizational structure, administrative and ICT policies and procedures is an asset. • Knowledge of commercial air travel is an asset.

Language Requirements: • Fluency in English and Spanish is required. • Knowledge of another official UN language (Arabic, Chinese, French, Russian) is desirable.

For every Child, you demonstrate…

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability and the core competencies as follows:

• Builds and maintains partnerships • Demonstrates self-awareness and ethical awareness • Drive to achieve results for impact • Innovates and embraces change • Manages ambiguity and complexity • Thinks and acts strategically • Works collaboratively with others • Nurtures, leads and manages people

View our competency framework here.

Candidates must be nationals of EU countries or in possession of a valid work permit. Please note that General Service (GS) staff are locally recruited staff and candidates are personally responsible for any travel and accommodation arrangements.

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.

UNICEF only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.