Administrative Assistant, GS5, Tirana, Albania

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 1,721 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, we CARE! Get inspired by the UNICEF video below and apply to be part of this amazing organization!

UNICEF | for every child - YouTube

UNICEF Albania Office works in the ground to support government's reforms and civil society interventions to offer support, development and protection of children's rights. The office implements the country program for 2017-2021 based on UNICEF’s strategic plan 2018-2021, the SDG 2030 Agenda and the EU integration agenda. As the country aspires to join EU, UNICEF Albania office is highly engaged on contributing to the reforms in areas of education, health, justice, social and child protection with the goal of protecting children’s rights as defined in the Convention of the Rights of Children (CRC). The office delivers results on the areas of child survival and development, education, protection from violence and exploitation and youth engagement. For more detailed information check our website at https://www.unicef.org/albania/

How can you make a difference?

The Administrative Assistant (G-5 level) is to be used in UNICEF Country Office in Albania, reporting directly to Operations Manager. The incumbent will work with the Operational team to increase operational efficiency and effectiveness and support Program team to achieve results for the office.

Purpose for the Job

Under the direct supervision of the Operations Manager, 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.

In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution. At the GS-5 level, the below tasks are expected to be carried out with a high level of independence.

Summary of key functions/accountabilities:

1. Appropriate and consistent interpretation and effective implementation of administrative policy and instructions to support Operations 2. Technical assistance and support in promoting and coordinating cost effective and best practices in travel management 3. Effective and cost-efficient events and conferences management 4. Property management, office equipment, vehicles. 5. General Administrative Duties

1. Appropriate and consistent interpretation and effective implementation of administrative policy and instructions to support Operations

Provides practical input on implementation of administrative guidelines, in close coordination with Operations Manager. Updates staff on administrative policies, instructions, rules and regulations. Briefs and assists arriving and departing staff on basic administrative procedures and requirements. Contributes to recommendations on the improvement of internal controls systems considering the prevailing conditions in the locality. Keeps supervisor abreast of potential problem areas, makes recommendations for follow-up actions, prepares reports and evaluations on general administrative or specialized tasks.

2. Technical assistance and support in promoting and coordinating cost effective and best practices in travel management.

Provides travel assistance to staff members for travel arrangements and entitlements based on the organization’s rules and policies. Ensures that the organization obtains the best service and price for all travel. Extracts, inputs, maintains and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs, staff travel and statements reconciliations. Assists in the preparation of budgets on travel costs and maintains travel budgetary control records. Processes travel claims. Briefs/de-briefs staff members on issues relating to administrative matters such as security clearance and documentation procedures.

3. Effective and cost-efficient events and conferences management

Provides support to the office with logistical arrangements related to training/workshops/conferences etc., through engaging with LTA holders, facilitators, caterers and hosts and identifying the most cost-efficient meeting venue options. Liaises with budget focal points and section over costs and needs. Prepares and maintains agendas on meeting and events related to the work group commitments.

4. Property management, office equipment, vehicles

Supports procurement/management of administrative supplies, office equipment and vehicles. Maintains inventory of office items. Establishes an office supplies monitoring system. Ensures that services and maintenance of premises and equipment are in accordance with organizational standards. Serves as Secretary to the Property Survey Board. Maintains inventory of office items. Establishes an office supplies monitoring system. Ensures that services and maintenance of premises and equipment are in accordance with organizational standards. Monitors and arrange for vehicle transportation, regular vehicle maintenance and insurance Checks and record of vehicle daily log and fuel consumption

5. General Administrative Duties

Maintains admin related hard and electronic files, updates data bases ensuring timely and appropriate recording, safekeeping and disposal of information. Provide general logistical support to visitors and individual contractors for services and physical space planning. Acts as Petty Cash Custodian.

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

- Completion of secondary education preferably supplemented by technical or university courses related to the business administration or logistics considered as an advantage.

- A minimum of five (5) years of progressively responsible administrative or clerical work experience

- Strong interpersonal skills and ability to perform tasks timely with high accuracy.

- Ability to interpret and apply guidelines.

- Ability to work in an international and multicultural environment.

- Advanced knowledge in the Microsoft Suite of Products (including MS Word, MS Excel & MS PowerPoint) is required.

- Fluent in English and Albanian (verbal and written). Position may require travel within and outside the country.

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)
• Drive to achieve impactful results (1)
• Manages ambiguity and complexity (1)

To view our competency framework, please visit here.

Applicants must be nationals of Albania or in possession of a valid work permit in the country. Please attach a copy of your work permit to your application submission.

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:

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.