Administrative Assistant-GS4, La Paz-Bolivia, Fixed Term Appointment

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education.

Salary

The salary for this job should be more than 1,636 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.

UNICEF Bolivia | UNICEF

For every child, a future.

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.

How can you make a difference?

Under the supervision of the Administrative Associate, the Administrative Assistant is responsible for executing a broad variety of standardized administrative tasks for the respective section(s) requiring thorough knowledge of UNICEF administrative procedures, processes and policies, and ensuring timely and effective delivery that is consistent with UNICEF rules and regulations.

Summary of key functions/accountabilities:

Travel Management

• Be the focal point of travel. Provide travel support to all staff, making arrangements for them based on the organization's standards and policies. Coordinate with the focal points of the Travel Agencies to ensure that the organization obtains the best services and prices on all trips.
• Review Travel Authorizations and Travel Claims and make all the arrangements, as required.
• Upload all the payment requests related to travel on the “Finance - payment request platform”.

• Monitor travel certifications and keep files of all travel requests.

  Efficient and Effective Provision of Administrative support services for the Office.

• Premises Management. Provide support with the execution of all the services contracts (Cleaning, Air Conditioners, Electrical Generators, Gardening, Concierge//Reception, etc.)

• Premises Remodeling. Provide support with the execution of improvements, adjustments, or remodeling of office.
• Premises Maintenance. Execute the “Schedule for the maintenance of the premises” (Septic chambers, water deposits, paint in general, maintenance of bathrooms and kitchenettes, solar panels, etc.)
• Help with the execution of all UNICEF Greening initiatives/activities.
• Fleet Management. Provide support with the maintenance of the vehicles, insurance, booking of the vehicles and other related tasks.
• Provide support with all the requests/tickets introduced on the Oasis Platform, emphasizing on the Service Level Agreement (SLA) assigned to each task.
• Build and maintain the SharePoint of the area. (Uploads tutorials, videos, regulations, useful links and other files)
• Coordinate with other Agencies for the signature of the Memorandums of Understanding (MoU).

• Receive, read, screen, log and distribute all incoming and outgoing correspondence to ensure prompt and appropriate action. Maintain a follow-up system.

  Events Support

• Assist in organizing events and manage logistical requirements for workshops, meetings and other related tasks.

• Ensure that the services provided are consistent with the terms and conditions of the corresponding contract before executing the payment.
• Arrange appointments and maintain the administration calendar. Arrange internal and external meetings. Elaborate minutes and/or take notes at meetings as required. Keep a list of names, telephone numbers and addresses of persons, institutions and government officials related to the section.

Efficient and effective management of administrative supplies, office equipment, vehicles, assets and other property.

• Help with the execution of the annual asset count and periodically execute asset counts.
• Keep an updated record of the inventory of non-expendable property.
• Provide support to the Property Survey Board Committee and helps with some tasks related with the disposal of assets.
• Manage and control the stocks of all office supplies.

Other administrative functions:

• Collect invoices for approval and thereafter processing in VISION.
• Support the Administrative Associate in respond in a timely manner to all queries regarding administrative support services.
• Draft routine correspondence, memos and reports in accordance with standard office procedures.
• Prepare and submit service requests to the GSSC on a regular basis, according to the established lead times to allow a smooth and timely operation to comply with UNICEF commitments and obligations.
• Any other administrative function requested.

Other duties/responsibilities: As required.

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

Education:

Completion of secondary School. Technical and/or university courses in administration, accounting and/or finance is desirable.

Experience:

Four years progressive experience in administrative, accounting and/or finance work.

Experience with SAP system is considered as an asset;

Experience working in an international organization is considered an asset.

Language Requirements:

Fluency in Spanish and intermediate English is required.

Applicants must be nationals of Bolivia or in possession of a valid work permit. Please attach a copy of your work permit to your application submission. (if apply)

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

UNICEF competencies required for this post are...

Core Competencies

• 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)
• Drive 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.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic. 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 is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. 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:

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

UNICEF appointments are subject to medical clearance. Appointments are also 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.

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

This position is based in La Paz and the incumbent will be expected be work on-site.