Administrative Assistant GS5 - ECARO O/P Rome, Italy PN#121519 (364 Days)

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 2,790 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, Support

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, 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 favouritism. 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 fulfil 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.

UNICEF is operating in Italy based on formal agreements with national authorities aimed at providing technical support for the protection and social exclusion of refugee and migrant children, those transitioning to adulthood, and women arriving in Italy from the central Mediterranean and Balkan routes and from Ukraine. A two-pronged approach combines humanitarian service delivery with capacity building, policy reform and technical assistance for the protection and social exclusion of refugee and migrant children and adolescents with partner organizations and governments. The response enables the target population to emergency protection interventions, alternative care solutions, and lifesaving information and skills-building opportunities.

The Child Protection and Gender-Based Violence (GBV) programmes provide access to key life protecting information, promote uptake of services, identification and referral of at-risk boys and girls to relevant services, including psychosocial assistance, GBV services and access to alternative care and guardianship. The Youth & Adolescent Development programme focuses on participation and skills building interventions to guarantee migrant and refugee children and youth have access to key information, have their voices heard and are empowered to take the lead and have the skills and competencies needed for their social inclusion in Italy.

Purpose for the job:

Under the supervision and guidance of the supervisor the Country Coordinator P5, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section R&M programmes, requiring thorough knowledge of UNICEF procedures, processes and policies. Amongst these, the Administrative Assistant will be responsible for: providing operational, administrative, procurement and logistical technical advice and support to ensure UNICEF policies and procedures are followed within the framework of the R&M response as well as the effective implementation of the programme.

How can you make a difference?

Summary of main activities:

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 R&M response. 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.

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 programme heads 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.

Supplies/Equipment

• Supports management of administrative and programme supplies, office equipment, and updating inventory of items. • Monitors and supervises adequate and appropriate use of supplies. • Arranges for the purchase and timely distribution of office and programme supplies.

Office Planning & Project Management (specialized)

• Ensures the availability of timely, complete and accurate information and data for preparing procurement and logistics plans. • Undertakes basic research and performs comparative analysis of vendors. • 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.

Communications & Workflow

• Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations. • Manages incoming and outgoing correspondence, e-mails and telephone calls related to procurement and logistics. • . • 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 procurement and logistics meetings • Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.

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 the 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 maintains 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 the destination system. • Responds to client transaction status and other inquiries.

Impact of Results:

The scope of key results extends beyond small, discrete teams to impact support services of larger, more complex organizational structures. S/He supports the supervisor in the compilation and coordination of work products, ensuring deadlines are met and that established rules and procedures are followed. The work is standardized; yet the incumbent must apply a good knowledge of guidelines, to operationally support the R&M response. Key performance indicators go beyond the timeliness and accuracy of work to include planning and organizing the work of the team.

Administrative Assistants at this level represent the supervisor in communications involving the exchange of non-routine information, coordinating and following up on deadlines as well as establishing and maintaining communications with staff across various divisions. Communications require tact and discretion. They may also provide guidance and direction to temporary or lower-level staff

Skills:

• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
• Thorough knowledge of UNICEF administrative policies and procedures.
• Organizational, planning and prioritizing skills and abilities.
• Ability to deal patiently and tactfully with visitors.
• High sense of confidentiality, initiative and good judgment.
• Ability to work effectively with people of different national and cultural background.
• Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff

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.
• Developing country work experience and/or familiarity with emergency is considered an asset.
• Fluency in English and Italian required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish)

For every Child, you demonstrate...

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

Core Values

• Care
• Respect
• Integrity
• Trust
• Accountability
• Sustainability

UNICEF competencies required for this post are…

(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

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 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.

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.

Remarks:

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

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 IP positions. Appointments are 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.