Administrative Assistant (GS-5), Lima-Peru
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 2,252 USD.
Salary for a G-5 contract in Lima
The salary of a G-5 depends on the duty station. The minimum salary there is 8,392 PEN (~2,252 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.INTERNAL VACANCY ANNOUNCEMENT
UNICEF PERU Job Title: Administrative Assistant
Level of Job: GS-5 Position No. 120917 Supervisor Title / Level: Communication Specialist / NOC Organizational Unit: Information and Communication Post Location: Lima, Peru
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, support.
How can you make a difference?
Purpose for the job
Under the supervision and guidance of the supervisor, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.
Key functions, accountabilities and related duties/tasks
Office Planning and 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.
- Monitors project implementation against established milestones and makes recommendations to improve performance.
- Helps ensure timely compliance with agreed deadlines.
- Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information.
Procurement
- Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR.
- Facilitates 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, uploading TOR’s in VISION, and making necessary logistical arrangements.
- Maintains up-to-date vendors list, partners and consultant rosters.
Communications and workflow
- Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
- Manages incoming and outgoing correspondence, e-mails and telephone calls.
- Communicates routine and some non-routine information pertaining to the work of the team.
- Estabishes and mantains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up-to-date and accurate.
Calendar/Meetings/Correspondence Management
- Maintains office calendars and arrange meetings.
- 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 the intranet.
- Prepares and maintains agendas on meetings and events related to the work group commitments.
Travel
- Provides travel assistance to staff members 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 certification and report back to the team.
Invoice Processing
- Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.
- Uploads electronic files and verifies results to destination system.
QUALIFICATIONS
To qualify as an advocate for every child you will have:
1. Education
Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
2. Work Experience
A minimum of 5 years of relevant administrative or clerical work experience is required.
3. Language
Spanish is mandatory, fluency in English.
VALUES AND COMPETENCIES
For every Child, you demonstrate UNICEF’s values of Care, Respect, Integrity, Trust, Accountability and Sustainability
Get acquainted to our values https://uni.cf/UNICEFValues
The UNICEF Core 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)
During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.
APPLICATIONS - HOW TO APPLY:
If your competencies match the requirements of the post, apply including cover letter to:
http://jobs.unicef.org/cw/en-us/job/552506?
Deadline for receiving applications is 5 July 2022
Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
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Qualified young women and young men are highly encouraged to apply.
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 our 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.
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 International Professional 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.