Administrative Assistant (Travel), G-4, GORaF, Florence, Italy, 2-year fixed term contract

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. More about G-4 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

UNICEF Innocenti - Global Office of Research and Foresight 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 travel, administrative and finance support.

How can you make a difference?

Summary of results-based key functions/accountabilities:

50%TRAVEL

• Act as travel focal point for the office. Process travel authorizations in compliance with UNICEF travel policy and procedures; issue travel authorizations and authorize issuance of tickets, follow up with posting of travel authorizations for the timely payment of travel entitlements, processes travel claims prior to final settlement. Monitors travel expenses.
• Responsible for visa issuance for staff
• Responsible for issuance of Note Verbale in support of visa requests for non-staff
• Assist in preparation of Travel Management reports.
• Act as Focal Point for EFAAT (Environmental Footprint & Accessibility Assessment Tool).

30%FINANCE

• Acts as the alternate Local Focal Point (LFP) for Finance and Master Data Management (MDM) vis a vis the Global Shared Services Centre (GSSC). Reviews invoices from vendors, contractors and consultants. Checks cost calculations, financial accuracy, completeness of documentation and adherence to UNICEF rules and regulations and submit to GSSC
• Focal point for managing the certified electronic mailbox (PEC) including uploads of electronic files and verification of results to destination system and distribution of invoices to relevant sections
• Provide support to Operations-related payments and respond to client transaction status and other inquiries.
• 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).
• Responsible for submission to the Ministry of Foreign Affairs of VAT exempt invoices for certification using model 181 and sending certifications to vendors

10%ADMINISTRATIVE DUTIES

• Support with logistic requests from staff members; Act as Petty Cash Custodian; Organizes and maintains all administrative files and reference systems, both traditional and digital and ensures the inter/intra-net websites are up-to-date and accurate;
• perform other duties as required

5%PROCUREMENT and Property Management/Office equipment

• Provide Support to Administrative & Finance Assistant for the management of the office properties, plants and equipment.
• Assist with required physical asset verification and inventory exercise. Support and assist in the execution of property surveys board recommendations as approved by the head of office.

5%EVENTS AND CONFERENCES

• Provide logistic support in the organization of official meetings/events, liaising with both Programme Associate (Convening) for large corporate events as well as focal points for smaller events.

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

• Completion of secondary education. University level degree in business / public administration is an asset
• A minimum of 4 years of progressively responsible administrative work experience 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
• Fluency in English and Italian is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is an asset.

Desirable:

- Administrative experience in travel section of international or private organizations - Experience in travel-related activities or airline industry with international travel - 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

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:

(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.

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.

Remarks:

Only candidates who are entitled to work in Italy and in the European Union may apply to this position.

UNICEF appointments are subject to medical clearance. 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.