Administrative Assistant (Procurement & Finance) GS-5 (2 year fixed term) Operations Unit- Office of Research & Foresight (GORaF) Florence, Italy
Application deadline in 15 days: Sunday 17 Dec 2023 at 22:55 UTCOpen application form
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. More about G-5 contracts.
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, Research
Job organizational context UNICEF Innocenti is committed to providing evidence-informed narratives that allow policymakers and practitioners to take actions to address important current and evolving issues facing children and young people. To this end, we seek to provide UNICEF leadership at all levels—country, regional, and global— with evidence-based tools that empower them to make the case for investments in children and young people. We identify gaps in evidence relevant to the world of children and young people, the world at large, and UNICEF while also seeking to maximize impact and uptake our foresight and research by deploying a wide variety of useful, engaging, and insightful tools, products, events, and collaboration.
The operations team is a key back-end player that facilitates evidence-informed activities across the office. The position will work in the operations team under the overall guidance of the Chief of Operations (P4, #43579) and under the direct supervision of the Senior Administrative Assistant (G7, #6423) to provide essential administrative, procurement, and financial support.
Purpose for the job The Administrative Assistant (Procurement and Finance), provides a range of administrative and financial support to the efficient implementation of a broad range of administrative, procurement, and financial functions, ensuring accurate and timely delivery while promoting a client-based, quality, and results-oriented approach to the unit and ensuring compliance with UNICEF Financial Rules and Regulations as well as Policies and Procedures. The Administrative and Finance Assistant works closely with other members of the Operations Team and program assistants within the office.
Key functions, accountabilities and related duties/tasks
30% Supports the work related to procurement including in the preparation of office procurement plan. Reviews, records and prioritizes purchasing requests and obtains information/ documentation as required. Provides assistance to requisitioners in preparing scope of work and specifications of goods and services.
In coordination with the supervisor, prepares tender documents, based on the nature of the requirements and cost of procurement involved; manage the dedicated Florence procurement mailbox and assist in bid opening and participate in bid tabulation /comparison through to award recommendation; Act as Focal Point for VERA (Vendor Evaluation Request Application) and prepare eCRC submissions for institutional contracts as needed.
Acts as Procurement Focal Person for supplies and ensure compliance and application of procurement Policies and Procedures. Provides support in creating Long Term Arrangements for recurrent services. Issue PO/Contracts to institutional vendors and Suppliers for approval and signature. Prepares Purchase Requisitions, monitor PRs and POs implementation and follow up for Operations contracts. Undertakes, when necessary, market research to identify potential suppliers. Maintains relevant internal database and records and keep track of contractual agreements.
25% Processes accounting and financial transactions and act upon payment-related functions in VISION, SAP and Service Gateway systems. Reviews invoices from vendors, contractors, and consultants. Checks cost calculations, financial accuracy, completeness of documentation and adherence to UNICEF Rules and Regulations. Communicates discrepancies to supervisors. Acts as the Local Focal Point (LFP) for Finance and Master Data Management (MDM) vis a vis the Global Shared Services Centre (GSSC). Enters cases in “Service Gateway”, scan all relevant financial records according to instructions and follow through with payment processes for finalization. Produces Cash receipts in VISION as required. Assists in the periodic financial closure activities including the review of GL accounts and undertake corrective actions when necessary. Responsible for filing and retrieval of Operations documents and ensuring safekeeping of financial records. Acts as Focal Point for EFAAT (Environmental Footprint & Accessibility Assessment Tool).
10% Maintains contact with local bank, monitor bank statements and keep an overview of transactions. Clarifies questions pertaining to office bank accounts. Monitors and reconciles bank charges.
15% Supports the travel function; assists in the issuance of Travel authorizations / air tickets / payment of travel advances/entitlements, in compliance with UNICEF travel policy. Processes travel claims and monitor travel expenses as required. Acts as back up for the Administrative Assistant (Travel)
10% Supports the management of office assets. Performs day to day tracking and management of physical assets and ensure accuracy of information on AMR in Vision. Assists with required physical asset verification and inventory exercise. Supports and assists in the execution of property surveys board recommendations as approved by the head of office. Performs Vision / mAsset transactions related to asset maintenance and management
10% Acts as OIC for the Senior Finance and Administrative Associate and provides backup support in other administrative areas covered by the Operations team, as assigned by the supervisor
Education: Completion of secondary education preferably supplemented by technical or university courses related to business administration, procurement and financial management, or related field is an asset.
Experience: Required: A minimum of 5 years of solid work experience in provision of administrative/ procurement and financial support services is required. - Advanced knowledge in the Microsoft Suite of Products (including MS Word, MS Excel & MS PowerPoint), and Intranet/Internet is required. - Experience in Data Entry and use of SAP/Vision Desired: - Knowledge of procedures in the context of UN or international corporate bodies - Understanding of principles and standards of accountability and sound application of financial rules and regulations - Knowledge of UNICEF policies is considered an asset
Language Requirements: Fluency in English (verbal and written) and Italian (verbal and written) is required. Knowledge of an additional UN Language is considered an asset.
Other: Candidates will be recruited in Italy or within commuting distance of the office and must have legal residency status in Italy
For every Child, you demonstrate...
UNICEF’s Core Values of Care, Respect, Integrity, Trust and 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: Builds and maintains partnerships, Demonstrates self-awareness and ethical awareness, Drive to achieve results for impact, Innovates and embraces change, Manages ambiguity and complexity, Thinks and acts strategically and Works collaboratively with others.
Functional Competencies: Formulating strategies/concepts, Analyzing, Relating and networking, Deciding and initiating action, Applying Technical Expertise, Planning and Organizing.
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.
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 subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be cancelled.
All selected candidates will 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.
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.