Administrative Assistant, G5, Port-au-Prince, Haiti

This opening expired 1 year ago. Do not try to apply for this job.

UNICEF - United Nations Children's Fund

Open positions at UNICEF
Logo of UNICEF

Application deadline 1 year ago: Thursday 22 Sep 2022 at 03:55 UTC

Open application form

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 928 USD.

Salary for a G-5 contract in Port-au-Prince

The salary of a G-5 depends on the duty station. The minimum salary there is 928 USD Please note that depending on the location, a higher post adjustment might still result in a lower purchasing power.

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-5 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,

Within the context of a medium-sized office, assist in ensuring efficient and cost-effective administrative support services, and supporting staff in office administrative assignments

How can you make a difference?

Under the supervision and guidance of the Administrative Specialist, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the Operations section, requiring thorough knowledge of administrative best practices, procedures, processes and policies.

Summary of key functions/accountabilities:

Budget Monitoring

  • Track administrative expenditures and ensure effective annual budget preparation for administrative services.
  • Monitors budgets and forecast expenditures for invoices in payment pipeline and contracts/services issued/requested, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
  • Provides support to year-end closure activities in regard to administrative units activities.
  • Prepares and maintains records, documents and action plans administrative projects (rehabilitation, office renovation, service improvements/etc.)
  • Carries out transactions in VISION pertaining to the administrative function (creation of requisitions, FC, action on e-PSB/GX grant, etc.

    Invoice Processing

  • Responsible for receiving, timely encoding and dispatching all invoices for certification and payment.

  • Establish a tracking system for all invoices and perform periodic quality assurance to ensure established service level agreements are adhered to.
  • Produce regular reports on invoices, status of payments and budget utilization for invoice payments.
  • Responds to client transaction status and other inquiries.

Human Resources

  • Support staff members with various correspondence related to the administrative matters of their employment with UNICEF.
  • Drafting and/or processing a variety of correspondence and other communications ·
  • Setting up and maintaining administrative files/records (electronic and paper) ·
  • Scheduling appointments and meetings ·
  • Maintain and generate automated databases containing administrative related statistics and generating periodic reports.

Office Planning & Project Management

  • Undertakes basic research and performs comparative analysis of project/programme related data.
  • Monitors administrative project implementation against established milestones and makes recommendations to improve performance.
  • Make regular follow up and help ensure timely compliance with agreed deadlines.

Procurement

  • Facilitates the processing of contracts for consultants and external partners that provide a service to the Operations section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements.
  • Maintains up-to-date administrative vendor lists, partners, and suppliers.
  • Ensure proper initiation and management of low value contracting process for all administrative services.

Communications & Workflow

  • Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
  • Supports incoming and outgoing pouch/DHL in collaboration with the relevant agencies.

Calendar/Meetings/Correspondence Management

  • Maintains calendar and arranges meetings as required.
  • Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.

Events/Logistics

  • Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
  • 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 sharepoint.
  • Prepares and maintains agendas on meetings and events related to the administrative working group commitments.

Travel

  • Follow up with staff to ensure timely TA certification and monitor travel certification on Insight and report back to the team.

Supplies/Equipment

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

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

  • Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of administration/operations.
  • A minimum of 5 years of relevant administrative or operations work experience is required.

* a university qualification (i.e. 4 years of post-secondary studies), may be considered in lieu of up to 3 of the 5 required years of experience.

  • Ability to work under pressure and / or in an emergency;
  • Ability to work within a multicultural and multidisciplinary team;
  • Good knowledge of the Microsoft Office (Word, Excel, Power Point)
  • Fluency in French and Haitian Creole is required. Working knowledge of English is considered an asset.

For every Child, you demonstrate...

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability (CRITA) underpin everything we do and how we do it.

Get acquainted with Our Values Charter: https://uni.cf/UNICEFValues

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.

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 work permit or resident/citizen of Haiti to be considered eligible for this post. Please note that General Service (GS) staff are locally recruited staff and therefore, candidates are personally responsible for any travel and accommodation arrangements.

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children.

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

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 are 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.

Added 1 year ago - Updated 1 year ago - Source: unicef.org