Administrative Assistant, G-5, TA (364 days), Finance, PFP, 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 7,172 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.

As part of the Operations and Finance section of UNICEF’s global Private Fundraising & Partnerships (PFP) Division, the Geneva-based Finance Unit consists of two sub-Units the Financial Services Unit (FSU) and the Budget and Analysis Unit (BAU). The Finance Unit ensures that revenues and expenses for the Division are recorded in compliance with financial rules and regulations. The Finance Unit also that funds allocated to the programmes will allow UNICEF to deliver the highest quality financial and programme results and that donors receive high-impact and meaningful donor reports that meet their expectations.

For every child, Support

Under the supervision and guidance of the Chief of Finance, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized ones for the Finance Unit that require requiring thorough knowledge of UNICEF’s administrative procedures, processes, and policies.

How can you make a difference?

Summary of key functions/accountabilities:

1. Office Administration and Coordination functions

• Monitor work progress and priorities of the section and team by following-up on deadlines, commitments, etc. and raise any concerns to the supervisor.
• Maintain the supervisor's calendar, schedule appointments and meetings and brief him/her on matters to be considered prior to scheduled meetings.
• Maintain and update section's calendar including monitoring and maintenance of staff attendance records.
• Initiate administrative actions related to engagement of Consultants, Interns and Volunteers including obtaining all relevant documents, initiating recruitment actions for Consultants in VISION, and processing Travel Authorisations.
• Coordinate the work of other General Service staff, Individual Contractors, Interns or Volunteers particularly during special projects. Verify that the work is done in accordance with the Division's /Organisation's standards and within established deadlines.

• Oversee the management of office space, and the acquisition and maintenance of office equipment and supplies.

  2. Correspondence and Communication

• Identify and extract information from various sources and prepare briefing notes and/or summaries for inclusion in correspondence and reports.

• Draft moderately complex correspondence based on first-hand knowledge of work schedule or events, rough notes, or verbal instructions, for the supervisor's approval.
• As required, review outgoing correspondence for composition and style as well as grammatical accuracy, factual correctness, and adequacy of treatment as well as adherence to PFP/UNICEF procedures.
• Establish internal tracking systems and procedures for correspondence and documents.
• Make informal translations of correspondence into other official languages as required.
• Communicate information regarding the work of the section/unit to internal and external stakeholders and coordinate responses to sensitive inquiries on behalf of the supervisor and the team.

• Maintain and update the section's/unit's internal website.

  3. Budget and Procurement

• Act as a budget focal point for the section/unit.

• Review and monitor expenditures against the administrative budget for the office in the ERP system (VISION), bringing to the attention of the supervisor any problems or discrepancies that warrant further review.
• Manage the full administrative process for procurement needs:
• Prepare relevant documents for the requests and raise requisitions in the ERP system (VISION).
• Follow up throughout process ensuring timely completion of procurement.

• Receive and verify invoices.

  4. Meeting Organization

• Organize high-level meetings including taking responsibility for finalization of the meeting agenda, invitations, the production and distribution of documentation, and preparation of minutes of meetings. Distribute meeting reports and information and monitor any required follow-up actions.

• Recommend and book appropriate venues and oversee meeting supplies and room set-up.
• Liaise with hotels, restaurants and other meeting services providers to facilitate proper coordination.
• Act as focal point for delegates' practical needs during meeting.
• Act as meeting rapporteur.

• Lead the scheduling and organization of the monthly revenue calls with the major markets.

  5. Travel

• Proactively develop travel itineraries and initiate Travel Authorizations (TA) actions in VISION for team members' duty travel and other entitlement travel.

• Make travel arrangements in liaison with travel section and verify travelers' VISAs validity and related clearances are obtained.
• Monitor travel expenditures for team members and highlight issues of concern.

6. Specialized Support Functions

• Provide support to professional staff within the team by taking follow-up actions on activities initiated by team members.

  7. Support knowledge building and knowledge sharing

• Provide procedural advice to unit/section staff and train new staff on office/section/unit methods and procedures, and on the use of various computer applications.

• Develop and maintain section's/unit's filing, document/information retrieval and reference systems.
• Contribute to knowledge networks and communities of practice by sharing views, experiences etc.

Deliverables:

• Support the smooth functioning of the finance unit as relates to budget and travel management.
• Support the team to co-ordinate required meetings and workshops.
• Ensure effective internal communication within the team.
• Support effective knowledge management for the unit.

Estimated duration of the contract:

• 364 days

Reporting to:

• Chief of Finance

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 5 years of relevant administrative or clerical work experience is required.
• Experience working in a similar position in an international, cross-cultural setting an asset.
• Experience planning and managing events and large meetings required.
• Experience managing budgets required.
• Experience facilitating travel arrangements and itineraries required.
• Management of correspondence required.
• UN/UNICEF experience is an asset.

Language requirement:

• 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...

• 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.

Click here to learn more about UNICEF’s values and competencies.

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:

UNICEF PFP-Geneva is currently reviewing organizational changes; therefore, the exact future location of these posts is still under consideration/to be determined. Candidates may be asked to commence duties remotely. Should the selected candidate be assigned and relocate to Geneva, they may later be asked to relocate and be assigned to another location during the initial contract or assignment period.

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 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.