Administrative Assistant, G-5, TA (364 days), Common Services, Geneva, Switzerland

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 7,187 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.

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.

The Common Services Operations section provides operations and administration services and related policy guidance to UNICEF entities and outposted staff based in Geneva including,

• Travel (and transport) services
• Premises management
• Security management
• Assets management
• Diplomatic and mail services

Given the ongoing and critical administrative processes, an increasing volume of travel-related services and adoption of various new global initiatives for improving the delivery of administrative services, the office accordingly requires direct intervention and support from an Administration professional to provide overall support and partnering with other business units.

For every child, a Champion

Under the overall supervision and guidance of the Operations Manager and working closely with the travel team the Administrative Assistant is responsible for executing travel services for both duty and entitlement travel, in compliance with applicable policies and procedures. In addition, working closely with the Administrative Officer, the Administrative Assistant supports the Common Services-Operation Section through providing a range of procedural, administrative and operational support in implementing, executing and monitoring activities in the section’s workplan, ensuring timely and effective delivery that is consistent with UNICEF rules and regulations.

How can you make a difference?

Travel – 70%

Provide overall guidance on travel policy and procedure

Review/process travel requests and issue/approve Travel Authorizations per policy:

• The review function includes checking the dates, DSA (Daily Subsistence Allowance) rates and other travel entitlements, clearing fares and travel options (using the GDS Amadeus), checking whether security and medical clearances/travel notifications and visas had been obtained)

Liaison between UNICEF Geneva and travel agents CWT / ADORS. This includes:

• Review and approve bookings/confirming the release of tickets.
• Process CWT / ADORS e-invoices, monitoring ticket procurement and following up with each section/division on travel and budget issues.
• Book flights on EASYJET (this function is centralized as such bookings are made with UNICEF corporate credit cards).
• Calculate travel entitlements and approve travel claims per established timelines (with the roll-out of VISION, the Travel Unit has been granted approving authority for all travel claims that will be forwarded to Finance for settlement.)

Monitor and Report on Travel per established frequency:

• Review all open TAs, compute, and certify claims per established timelines
• Follow up with relevant travel focal points on open travel authorizations
• Extract travel reports to facilitate trend analysis, expenditure, and destination for further review by Heads of Offices.
• Perform other travel-related services required due to work demands in the travel unit.

Support in planning, execution, monitoring and reporting of identified initiatives in administrative areas 5%

• Compile data and information on subject matters relevant to the work of the section to facilitate preparation of reports, working papers, and presentations.
• Prepare and maintain records of agreed actions and facilitate follow up. Share information in support of improving the processes and daily operations of the section.
• Support capacity development activities including performance monitoring, development, of related internal UNICEF systems/tools such as OASIS (Service Gateway administrative platform) and other identified efficiency initiatives.
• As backup: Establish and maintain the office filing and reference systems, both traditional and digital, and ensures the inter/intra-net websites are up to date and accurate.

Backup: Procurement and contracts management – 5%

• Facilitate the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, and making logistical arrangements.
• Maintain up-to-date vendor lists, partners, and consultant rosters.
• Supervise outsourced services.

Backup: Events/Logistics – 5%

• Support meetings, conferences, and other activities by making the logistical arrangements through engaging with facilitators, caterers, and hosts
• Contribute towards identifying room availability and other logistics through liaising with participants over availability
• Liaise with section over costs and needs
• Prepare and maintain agendas on meetings and events related to the work group commitments

Backup: Supplies/Equipment – 5%

• Support management of administrative supplies, office equipment, and updating inventory of items.
• Monitor and supervise adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
• Arrange for the purchase and timely distribution of office supplies.

DELIVERABLES:

• In alignment with the scope of work as described above, the Administrative Assistant is expected to perform the following tasks:
• Execute all aspects of travel arrangements and services, with minimal supervision, for both local and international trips
• Support capacity development and roll out of new global initiatives and critical administrative processes.
• Provide backup support in other administrative areas covered by the Operations team, as assigned.

Estimated Duration of the contract

• 364 days

Reporting To:

• Operations Manager.

Working Place:

• Geneva, Switzerland

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 five years of experience in managing travel in a large country office or headquarters is required.
• Experience using Amadeus is an asset.
• Training and experience using SAP, MS Word, Excel, and PowerPoint; knowledge of integrated management information systems is required.
• A minimum of 5 years of relevant administrative or clerical work experience is required.
• Experience working in a shared service center and managing a wide range of clients’ requests is an asset.
• UN/UNICEF experience is an asset.

Language requirements:

• Fluency in English (verbal and written) is required. Knowledge of French 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...

• 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)
• Drives to achieve impactful results (1)
• Manages ambiguity and complexity (1) are required.

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework 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.

We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

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.

General Service Staff are recruited locally. Candidates must be in possession of an existing visa/work permit or be a resident/citizen of Switzerland and/or a commuting area to be considered eligible for this position.

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