Administrative Assistant, GS-5, HR Operations, Learning and Development Team, Global Shared Services Centre, Budapest, Hungary

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. 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, results

UNICEF's Global Shared Services Centre (GSSC) in Budapest, Hungary provides services to UNICEF offices globally in the areas of Finance, Human Resources, Payroll and Information Technology.

Our mission is to be a Centre of Excellence for the global delivery of efficient services within a culture of customer service, continuous business improvement, knowledge-sharing and innovation to support the effective achievement of UNICEF's programme results worldwide. ​

The GSSC has won the 2019 Business Services Firm of the Year in Hungary, 26 regional awards announced at the Central and Eastern European Business Services Summit & Awards held in Warsaw, Poland.

Starting in 2022, the GSSC has launched the Global Learning Centre (GLC), which will progressively be responsible for managing and maintaining learning initiatives for UNICEF. This center will be a focal point for learning and development of UNICEF staff worldwide.

How can you make a difference?

Administrative Assistant at the GS-5 level provides support in coordinating, monitoring and ensuring the provision of administrative tasks to organize meetings, workshops and conferences.

Key functions, accountabilities and related duties/tasks:

Scheduling

• Schedules virtual instructor-led courses, as well as face-to-face courses, working with GLC team and course owners in other divisions to ensure that courses are scheduled.
• Work with GLC team to ensure the AGORA learning management system course page for monitored courses is maintained and kept current including the upload of most recent course data.

• Ensures that attendees are registered and for those with sufficient participation, marked as having completed courses.

• Monitors course calendar to ensure adequate coverage of various courses.

• Monitors pre-registration of courses to ensure sufficient enrollment.

  Budget Monitoring

• Assists on supporting budgets and financial expenditures as related to specific courses, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.

• Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.

  Office Planning & Project Management

• Ensures the availability of timely, complete and accurate information and data for preparing section work plans and project management plans.

• Undertakes basic research and performs comparative analysis of project/programme related data.

• Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information.

  Communications & Workflow

• Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.

• Communicates routine and some non-routine information pertaining to the work of the team.

  Calendar/Meetings/Correspondence Management

• Maintains course calendars, arranges meetings and prepares minutes.

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 work.
• A minimum of 5 years of relevant administrative or clerical work experience is required
• Working knowledge of the Microsoft Suite of Products (MS Word, MS Excel and MS PowerPoint) is required.
• Strong focus on accuracy and consistency, with strong analytical, data extraction and reporting skills is required.
• Experience in planning, organizing and delivering administrative support services is highly desirable.
• Ability to work effectively with people of different national and cultural background.
• Proven ability to deal with confidential and sensitive communication and information and logical thinking are required.
• Work experience with a development organization is an asset.
• Fluency in English (verbal and written) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is a strong asset.
• Non-EU citizens must be in possession of a valid work permit for Hungary. Please attach this to your application.

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 & Ethical Awareness
• Drive to achieve results for impact
• Works collaboratively with others

To view our competency framework, please visit here.

• A competitive salary – access here for more information on UN Salary Scale for Hungary
• Holidays and leave, depending on the contract from 18 days to 30 days of annual leaves per year
• Parental leave

• Dependency allowance

• United Nations sponsored medical insurance plan

• Pension plan
• Optional life insurance plan
• Access to professional development and learning programs, online learning and learning path.

• Official UN language learning opportunities

• Access to staff well-being support

• Access to career development support

Please visit Compensation and Benefit site on UNICEF Career page

Remarks: Requirement for Internal applicants

Internal applicants from GSSC have to complete the courses of Learning Paths that are identified as required when applying to the level of this post. Please visit the L&D Portal Learning and Development (sharepoint.com) for more information.

General Service staff are locally recruited staff and therefore, candidates are personally responsible for any travel and accommodation arrangements. UNICEF does not facilitate MFA accreditation for locally recruited staff.

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:

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.