Administrative and Finance Associate, G6, for 364 days, ICTD Digital Core - Valencia, Spain (for EU nationals and permanent residency holders in Spain only)

Senior Admin Finance & Economy

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 over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built, we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

• A competitive salary that is tax-exempted in Spain
• You can access here the UN Salary Scale for Spain, and here a salary calculator for simulation. (Medical insurance and pension premiums will be deducted from net salary).
• Holidays and leave, including 1.5 days of annual leave accrual per month.
• Parental leave
• Dependency allowance
• United Nations-sponsored medical insurance plan, pension plan, and optional life insurance plan
• Access to professional development and learning programs, online learning, and learning path.
• Access to staff well-being and career development support

Please visit the Compensation and Benefits site on UNICEF Career page and our website to learn more about what we do at UNICEF.

For every child, a digital future

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, using innovative technology-enabled solutions.

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.

UNICEF launched the Headquarters Efficiency Initiative (HQEI) to assess how the Organization’s HQs presence, resources, and capacities, across teams, functions, and geographies, could work more efficiently to contribute to the achievement of results for children. As part of this initiative, ICTD Valencia hosts many co-located staff from NYHQ - Divisions and acts as a service provider. As a result, additional administrative support is required, among others, in the areas of financial management, budget management, logistics, premises, office protocols, asset management, event management and overall office administration.

How can you make a difference?

The Administrative and Finance Associate is responsible for executing a broad variety of standardized procedural communications, operational and administrative support services. The post also provides back up support services during absences of other Admin Associates. The incumbent will need to get familiar with UNICEF’s 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.

Summary of key functions/accountabilities:

Administrative Management

Office Space, Equipment Maintenance

• Coordinate with the UNGSC on all services and maintenance of premises including office space, conference space, office equipment, security, custom clearance, delivery and storage of ICT equipment etc.
• Assist in space and equipment allocation.
• Arrange for the purchase and timely distribution of office supplies and office equipment.

Events/Logistics

• Support capacity development activities and conferences by making the logistical arrangements through engagement with offsite facilitators, caterers, transportation and hosts

• Coordinate with the UNGSC on onsite conference room logistics, catering, security clearance, transportation etc.

• Liaise with budget owners on requirements and costs.

• Coordinate participants travel when required.
• Draft administrative notes, background material and minutes of meetings when requested.

Vendor Management

• Conduct local market research in relevant areas including site visits when required.
• Prepare cost comparison for awards based on best value for money.
• Liaise with suppliers and contractors and ensure timely follow-up on delivery schedules.
• Implement appropriate vendor management practices including supplier evaluations.

Protocols

• Coordinate with the UNGSC on all services related to office protocol services.

Administrative Management

Travel

• Provide travel process advisory 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 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.
• In coordination with the parent divisions, assist in the preparation of budgets on travel costs as required. Maintain travel plan and budgetary control records.

Asset Management

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

Records Maintenance and Communication

• Responsible for completeness and accuracy of systems of 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 are up to date and accurate.
• Communicate routine and some non-routine information pertaining to the work of the co located teams.

Other Duties

• Provide relevant information in response to audit queries when required.
• During absences and annual leaves, backs up colleagues in other ICTD sections including the CIO's office as agreed with the supervisor.
• Other administrative and operational duties.

Financial Management

• Verify consultant timesheets, invoices and goods receipts as required. 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 GSSC and ensure completion of transactions according to Key Performance Indicators.
• Respond to client transaction status and other inquiries.
• Support and update on administrative and financial policies, procedures, rules, and regulations. Implement the appropriate application and interpretation of such guidelines.

To qualify as an advocate for every child you will have…

Minimum requirements:

• Education:

• Completion of secondary education (high school diploma) is required.

• Technical or university courses related to the work of the organization are desirable.

• Work Experience:

  • At least 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, Power Point, and other software, such as SharePoint is 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.

• Language Requirements:

• Fluency in English and Spanish is required.

• Knowledge of another official UN language (Arabic, Chinese, French, or Russian) is an asset.

• Desirables:

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

For every Child, you demonstrate...

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

The UNICEF competencies required for this post are…

(1) Builds and maintains partnerships

(2) Demonstrates self-awareness and ethical awareness

(3) Drive to achieve results for impact

(4) Innovates and embraces change

(5) Manages ambiguity and complexity

(6) Thinks and acts strategically

(7) Works collaboratively with others

Familiarize yourself with our competency framework and its different levels.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of measures to include a more diverse workforce, such as paid parental leave, time off for breastfeeding purposes, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF does not hire candidates who are married to children (persons under 18). 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 is committed to promoting the protection and safeguarding of all children. All selected candidates will undergo rigorous reference and background checks and will be expected to adhere to these standards and principles. Selected candidates may be required to provide additional information to conduct a background check.

UNICEF appointments are subject to medical clearance. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions 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.

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for positions at the national officer and general service category. 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.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.

Apply now

Added 1 day ago - Updated 5 hours ago - Source: unicef.org