Administrative Assistant for Procurement/ Supply Project for Strengthening Capacity of Health for COVID-19 Crisis, G-4, CUBA, NO.118807
Application deadline 11 months ago: Saturday 1 Jan 2022 at 04:55 UTCOpen application form
This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education.
The salary for this job should be more than 986 USD.
Salary for a G-4 contract in HavanaThe salary of a G-4 depends on the duty station. The minimum salary there is 986 USD
Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.More about G-4 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 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, care
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.
The Government of Japan and UNICEF Cuba signed in 2021 the project “Health capacity strengthening for the COVID-19 crisis” as part of the efforts to reinforce the national health system and guarantee human safety in the context of COVID-19 through the strengthening of the national health system, vaccination campaigns and community health education.
The overall purpose of this project is to make a significant impact on the fight against COVID-19 by ensuring safe health care, both for people affected by Coronavirus and by other diseases, and to train public health personnel to diagnose and provide medical care. UNICEF Cuba has the capacity to procure cold chain equipment/materials and syringes, ensure logistical component and support social mobilization activities for effective immunization campaigns and child health delivery at the Primary Health Care level in the country.
The project will require a support team which includes an Administrative Assistant G-4, under a Temporary Appointment contract, in order to perform the administrative functions related to the supply component of the project. The Administrative Assistant will support the team in the procurement of cold chain equipment/materials, syringes, health equipment and other items required. The Assistant will also support the logistical component of supplies acquired and will follow up with importers on the receipt of items.
Job organizational context:
The Administrative Assistant at the G-4 level is part of the project team and is accountable for communications, operational and secretarial support services to enhance the smooth running of the team and its workflow. The Administrative Assistant will work in close collaboration with the Logistics Assistant G-4 and the Administrative Assistant G5 under Operations unit.
Purpose for the job:
Under the supervision and guidance of the supervisor Operations Officer NO-2, the Administrative Assistant is responsible for executing a broad variety of routine tasks for the respective unit requiring full knowledge of UNICEF administrative procedures, processes and policies.
How can you make a difference?
Key functions, accountabilities and related duties/tasks
In the context of “The Project for Strengthening Capacity of Health for COVID-19 Crisis”
Communications & Workflow related to the project and focused on Procurement Supply Chain Service Delivery and Response
- Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
- Manages incoming and outgoing correspondence, communications, letters, e-mails and telephone calls.
- Communicates routine and some non-routine information pertaining to the work of the team.
Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up-to-date and accurate.
Calendar/Meetings/Correspondence Management related to the project and focused on Procurement Supply Chain Service Delivery and Response
Maintains office calendar and arranges meetings.
- Takes minutes of meetings and keep the correspondence of the unit well
Events/Logistics related to the project and focused on Procurement Supply Chain Service Delivery and Response
- Arranges times through liaising with participants over availability.
- Liaises with budget focal points and section over costs and needs.
- Prepares background materials for participants and uploads cleared materials on the intranet, Unicef SharePoint platform.
Prepares and maintains agendas on meetings and events related to the work group commitments.
Travel related to the project and focused on Procurement Supply Chain Service Delivery and Response
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 administrative matters such as 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 maintains travel plan and budgetary control records.
- Monitors travel certification and report back to the team.
Invoice Processing for Supplies Received related to the project
- Responsible for collecting invoices and filing documents for approval and, thereafter following up the processing of payments if needed.
- Uploads electronic files and verifies results to destination system.
Responds to client transaction status and other inquiries.
Supplies/Equipment related to the project and focused on Procurement Supply Chain Service Delivery and Response
Supports management of supplies, office equipment, and updating inventory of items.
- Monitors and supervises adequate and appropriate use of supplies.
- Arranges for the purchase and timely distribution of office supplies if needed.
Impact of results
Administrative Assistants at the GS-4 level reports to the Operations Officer al CO level and to the Project Coordinator. The Administrative Assistant provides support in the application of established rules and procedures as well as in typical, non-specialized support work. Key performance indicators include the timely and accurate performance of assigned activities.
In terms of communication, they are accountable for the exchange of routine, and less frequently non-routine, information with counterparts within UNICEF. Routine exchange of information outside of the team includes arranging travel and/or procurement and information technology support.
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: Spanish as UN Official and national language. Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian) 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.
- Good knowledge of UNICEF administrative policies and procedures is an asset.
- 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.
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 (For Staff without Supervisory Responsibilities)
- 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.
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.