Administrative Assistant (GS-5), (TA) – 6 Months, Istanbul - Turkey

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 1,408 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.

For every child, a future

Significant escalation of the armed conflict in Ukraine has resulted in increased humanitarian needs and population displacement within and outside of the country. The situation is rapidly evolving; and hostilities have led to destruction of key infrastructure and disruption of basic social services and economic activity. A number of children have been caught in the crossfire and have been injured and killed, highlighting the extremely vulnerable situation children are in. The conflict in Ukraine poses an immediate and growing threat to the lives and well-being of the country’s 7.5 million children.

UNICEF is continuing to rapidly scale up its multi-sectoral response to the increasing humanitarian needs in Ukraine and among refugees in neighboring countries. Ensuring the protection and well-being of women and children is central to UNICEF's response efforts. Multi-purpose cash transfers will be undertaken to support vulnerable households with children. UNICEF will also provide safe water, sanitation, and hygiene, as well as the resumption of primary health care and nutrition services and will work to enroll displaced children in local education programmes.

The protracted armed conflict, widespread displacement, and over-stretched national systems and services will leave thousands of children in need of humanitarian assistance. To support the humanitarian response, Operations and Human Resources scale-up is required to provide dedicated technical support and oversight to the affected countries, in addition to providing quality assurance, and support to the Programmatic scale-up to respond to the rapidly multiplying Humanitarian needs.

How can you make a difference?

Under the direct supervision of the Regional HR Manager (P4) for Europe and Central Asia Region (ECAR), this Temporary Appointment (TA) position of Administrative Assistant (GS5) is expected to provide specialized transactional administrative support as related to supporting the efficient implementation of a broad range of HR/Ops services. The initial duration of this TA is for 6-months, with extension to be based on continuing needs, available funding and satisfactory performance. The incumbent will be expected to work across HR teams with a range of partners, including colleagues in RO, COs as well as key partners, on the main functions/ accountabilities, which are summarized in general as follows:

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.
• Responds to client transaction status and other inquiries.

Budget Monitoring

• Monitors budgets and financial expenditures of section, 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.
• Prepares and maintains records, documents and control plans for the budget monitoring of project/programme implementation.
• Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.

Procurement/Consultancies

• 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 vendor lists, partners, and consultant rosters.

Communications & 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.
• Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate.

Logistics Support

• Supports capacity development activities and trainings by making the logistical arrangements, through engaging with facilitators, and event partners.
• 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.

In addition to the above, the incumbent may be assigned other key administrative support deliverables and responsibilities as needed for the emergency response and as assigned by the supervisor.

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

• Completion of secondary education (high-school diploma) is required, preferably supplemented by technical or university courses related to the work of the organization.
• A minimum of five (5) years of relevant administrative support or clerical work experience is required.
• Prior hands-on experience in facilitating administrative support processes under emergency response, is ideal.
• Expertise in the use of MS Office suite of products (Word, Excel, PowerPoint) as well as other corporate software such as SharePoint and ERP/HRIS systems is required.
• Experience and familiarity with UN/UNICEF policies, procedures and fast-track simplified measures is a strong asset.
• Experience of supporting under emergency/humanitarian response for UNICEF/UN or NGO organizations is a significant advantage.
• Previous experience as an advanced user or a subject matter expert in an ERP system (SAP/VISION) is desirable.
• Hands on, and practical experience is required, in analyzing and approving transactions, with understanding of key regulations and/or risks is required.
• Ability to plan, organize, prioritize, and deliver under pressure is a requisite.
• Proficiency in English, written and verbal, is required. Working knowledge of local country languages (Ukrainian; Russian; Polish; Romanian; Hungarian; Slovakian; Turkish) is considered an advantage.

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)

To view our competency framework, please visit 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.

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:

This is a locally-recruited temporary appointment and therefore only to Nationals of Turkey and candidates with existing residence/work permits will be eligible to be considered. Only shortlisted candidates will be contacted and advance to the next stage of the selection process.