Administrative Assistant, G-5, TA (364 days), Individual Giving (IG), PFP, Geneva, Switzerland

Overview

Provide administrative support to the Digital Delivery IG Team for the SES project.

You have:

• Completion of secondary education, preferably supplemented by technical courses related to the scope of the job is required. A university (Bachelor’s) degree in a relevant field is an asset.
• A minimum of 5 years of progressively responsible work experience in administration, human resources, and/or finance work is required.
• Proficiency in the use of standard MS Office applications including Teams and planner functions.
• Ability to use UNICEF SAP/ERP systems (VISION).
• Fluency in English (Oral/written) is required.
• Knowledge of another official UN language (Arabic, Chinese, French, Russian, or Spanish) or a local language is an asset.

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 8,194 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 Individual Giving (IG) team in the Division of Private Fundraising and Partnerships (PFP), based in Geneva provides global support to over 50 fundraising National Committees (Nat Coms) and Country Offices (COs) to optimize and maximize fundraising income to improve the lives of children worldwide.

The IG team is a lead participant in the Supporter Engagement Strategy (SES), which aims to increase the global acquisition and engagement of UNICEF’s diverse supporter base, including donors, advocates, and volunteers. The ICT team is also a lead participant in the project, requiring intense coordination between those 2 teams, and is based in Geneva, Switzerland. A key part of the strategy is to replace the incumbent CRM systems currently in place in 33 markets with salesforce-based technology. It requires a highly experienced and organized coordinator to carry out important administrative functions to support the team to operate efficiently and effectively.

For every child, a Champion

The Administrative Assistant will provide administrative support to the Digital Delivery - IG Team for the SES project. In addition to the generic administrative functions and depending on the needs of the unit, they may also be required to spend up to 20% of their time carrying out specialized support functions.

This role will report to the Digital Delivery Fundraising Manager, who will provide overall direction and guidance. The incumbent will also need to work with other members of the IG and SES team.

How can you make a difference?

Summary of key functions/accountabilities:

1. Office Administration and Coordination functions

• Monitors overall work progress and priorities of the section and team by following-up on deadlines, commitments, etc., and raise any concerns to the supervisor.
• Initiates 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 Authorizations.
• Coordinates 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 / Organization’s standards and within established deadlines.

2. Correspondence and Communication

• Identifies and extracts information from various sources and prepare briefing notes and/or summaries for inclusion in correspondence and reports.
• Drafts moderately complex correspondence based on first-hand knowledge of work sched-ule or events, rough notes, or verbal instructions, for the supervisor's approval.
• As required, review outgoing correspondence for composition and style as well as gram-matical accuracy, factual correctness, and adequacy of treatment as well as adherence to PFP/UNICEF procedures.
• Establishes internal tracking systems and procedures for correspondence and documents.
• Communicates 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.
• Maintains and updates the section's/unit's internal website

3. Budget and Procurement

• Acts as budget focal point for the SES and Digital Delivery unit
• Reviews and monitors 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
• Manages the full administrative process for procurement needs
• Prepares relevant documents for the requests and raise requisitions in the ERP system (VISION)Follow up throughout process ensuring timely completion of procurement Receives, verifies, and processes invoices

4. Project Co-ordination

• Creates and maintains project plans, periodically tracking progress and reports when re-quired.
• Works with project lead to ensure efficient co-ordination and communication between all stakeholders
• Attends relevant project meetings, acting as rapporteur when necessary.

5. Travel

• Provides travel assistance to staff 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 maintain travel plan and budgetary control records. Monitors travel expenditures for team members and highlight issues of concern.
• Monitors travel certification and report back to the team.

6. Specialized Support Functions

• Provides 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

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

DELIVERABLES:

• Effective monitoring and reporting of overall work progress for the digital delivery / SES team.
• Provide necessary administrative functions for vendors, consultants and staff members in the digital delivery team including invoicing, receipts, contracts, etc.
• Management of administrative functions through the use of VISION system
• Proactive budget management, escalating discrepancies and highlighting under / over-spends quickly.
• Provide project co-ordination within the team where necessary.
• Manage travel requests, plans, and claims efficiently.
• Facilitate knowledge management and capacity building within the IG section as a whole.

Estimated duration of the contract:

• 364 days

Reporting to:

• Fundraising Manager

Working Place:

• Geneva, Switzerland

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

Education:

• Completion of secondary education, preferably supplemented by technical courses related to the scope of the job is required. A university (Bachelor’s) degree in a relevant field is an asset.

Experience:

• A minimum of 5 years of progressively responsible work experience in administration, human resources, and/or finance work is required.
• A completed university degree from an accredited institution will be counted towards the minimum work experience requirements.

Technical Knowledge:

• Proficiency in the use of standard MS Office applications including Teams and planner functions.
• Ability to use UNICEF SAP/ERP systems (VISION).
• Experience in managing or monitoring budgets is desirable.
• Experience with UN and/or UNICEF regulations and rules, including administrative procedures be an asset.

Language requirement:

• Fluency in English (Oral/written) 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 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:

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.

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.

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

Potential interview questions