Administrative Assistant (Protocol), GS-5, Damascus, Syria

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 1,236 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 promotes the rights and welfare of all children and adolescents in everything we do. Together with our allies, we work in 190 countries and territories to transform this commitment into practical actions that benefit all children, especially focusing our efforts on reaching the most vulnerable and excluded, worldwide.

For every child, hope UNICEF Syria was established in 1970 and has been working with partners to help empower children to fully claim and enjoy their rights under the Convention on the Rights of the Child.

UNICEF works with partners across Syria to deliver supplies, services and expertise in areas of Child Protection, Education, Health, Nutrition, Water, Hygiene and Sanitation for every child. UNICEF also provides humanitarian assistance when needed.

Syria continues to face one of the most complex emergencies in the world. Unprecedented humanitarian needs are compounded by displacement inside the country and across its borders, extensive destruction of civilian and social services infrastructure, devastating impacts on the economy, and most importantly, the breakdown of the social fabric that stitched the country together for decades.

Today, 90% of people in Syria live in poverty, most are unable to make ends meet or bring food to the table. Families have had their resources depleted, with limited employment opportunities, skyrocketing prices, and shortage of basic supplies. For most people, the current socio-economic challenges represent some of the harshest and most challenging circumstances they have faced since the beginning of the crisis 11 years ago.

In 2022, 14.6 million people need humanitarian assistance. This is the highest number of people in need ever recorded in Syria since 2011. The number of children in need - more than 6.5 million – has increased by seven per cent in the past year alone. This is largely due the ongoing conflict, continued displacements, the unprecedented economic crisis, deepening poverty, and unemployment. The COVID-19 pandemic, the hike in price of commodities triggered by the overall global economic situation and the impact of sanctions are further compounding the dire situation.

For information of the work of our organization, please visit our website: UNICEF Syria

How can you make a difference? Purpose of the Job Under the supervision and guidance of the Administrative Officer (Protocol), the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring a thorough knowledge of UNICEF administrative procedures, processes, and policies.

Key Functions, accountabilities and related duties/ tasks:

Administrative Protocol Support • Supports in submitting and following up on the issuance of visas for official travel and entry visa to Syria. • Supports the extension of staff entry visas through Ministry of Foreign Affairs (MoFA). Follow up with staff driving licenses, customs clearance…etc. • Follows up and track pending or delayed correspondence, within the office and outside if needed • Arranging renewal and new residence visas requests for international staff members with Ministry of Foreign Affairs • Prepares and submit field visits' requests to the Ministry of Foreign Affairs according to office travel plans. • Supports in collecting data to update the monitoring system for the field visits and visas status. • Supports Protocol Officer to coordinate all pending requests with Governmental parties when required. • Prepares the monthly data for the CMT (country Management Team) Meeting. • Prepares and maintains agendas on meetings and events related to the UN workgroup commitments of admin protocol unit. • Supports in preparing for high-level visits to the country office. • Any other tasks as required within the same scope of work.

Asset & Lite Asset Master Records (AMRs) • Performs the tasks of asset counter which is related to Asset mid-year and end year count for the office. • Ensures that all office Assets & lite AMR are updated in “Vision” system in coordination with the Information & Communication Team (ICT). • Ensures that all asset tags are available.

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

Master Data Management (MDM) • Acts as Syria Country Office Local Focal Point for Master Data Management and Bank Reconciliation (Cash on Hand Account (COHA)). • Follows up with the Global Shared Service Center (GSSC) on all pending Vendors and cases. • Maintains up-to-date vendor lists and ensure that all office vendors are in line with the MDM policies.

Events and Workshops: • Support capacity development activities, events, trainings and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts. • Arrange times through liaising with participants over availability. • Prepare and maintain agendas on meetings and events related to the UNICEF.

Calendar/Meetings/Correspondence Management • Maintain office calendar and arrange meetings • Takes minutes of meetings, ensuring accuracy, attention to detail, and coherence.

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.

Experience: • A minimum of 5 years of relevant administrative or clerical work experience is required. • Experience in administering Protocol related tasks is highly desirable.

Language Requirements: • Fluency in English and Arabic is required.

Desired 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 is highly desirable. • 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 backgrounds. • Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.

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

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: UNICEF Competency Framework.

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 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). 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.

Other Remarks:

UNICEF Syria in Damascus is a non-family Duty Station, Hardship E. This is a Fixed-Term position, with an expected initial contract duration of 2 years.