Administrative Assistant, GS-5, TA, Santo Domingo, Dominican Republic

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 1,444 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 champion.

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

To contribute with the operations objectives proposed in the Cooperation Programme 2018-2022 as well as the additional workload generated by the pandemic for COVID-19, UNICEF Dominican Republic requires contracting additional support that can assume the administrative tasks of the section allowing for the other human resources in the section to focus on technical support for the implementation of the CPD needs.

How can you make a difference?

We are looking for an organized, agile and customer service oriented individual to support the UNICEF Dominican Republic office in the following areas:

• Budget Monitoring
• Procurement / Supplies / Equipment
• Invoice Processing
• Travel
• Communications & Workflow
• Calendar/Meetings/Correspondence Management
• Events/Logistics

Budget Monitoring for the Section/Area

• 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 allotment, creating funds commitments and tracking expiring programme grants.

Procurement / Supplies / Equipment

• Guides managers in the process procurement in line with the policies and guidance’s.
• Facilitates the processing of contracts/sales orders for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, , and making necessary logistical arrangements.
• Maintains up-to-date vendor lists, partners, and consultant rosters.
• 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 the section’s supplies.

Invoice Processing

• Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION the needed requests.
• Uploads electronic files and verifies results to destination system.
• Responds to client transaction status and other inquiries.

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.

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.

Calendar/Meetings/Correspondence Management

• Maintains office calendar and arranges 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.

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

• ****Education:**** Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work. Complementary courses related to communications, media, social media, public relations, marketing, events are highly valued.
• ****Experience:**** A minimum of 5 years of relevant administrative or clerical work experience is required. Additional years of experience working for communication related work units or cross-functional teams is an asset. Experience working for international organizations, government organizations or UN Agencies in an asset.
• Skills:

1. Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
2. Thorough knowledge of UNICEF administrative policies and procedures.
3. Organizational, planning and prioritizing skills and abilities.
4. Ability to deal patiently and tactfully with visitors.
5. High sense of confidentiality, initiative and good judgment.
6. Ability to work effectively with people of different national and cultural background.

• Language: Fluency in English is required.

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)

The functional competencies required for this post are...

• Analyzing (I)
• Learning and Researching (I)
• Planning and organizing (I)
• Following Instructions and Procedures (I)

View our competency framework at: CF_Short_Brochure_Jan2020_FIN3.pdf

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.