Administrative Associate

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does - in programmes, in 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, and thrive, so that they develop and reach their full potential, without discrimination, bias or favouritism. Every child must have an equal chance in life - in its social, political, economic, civic and cultural dimensions - and for her or his rights to be protected. The evidence is clear that investing in the health, education, and protection of a society’s most disadvantaged citizens - and by addressing inequity - will not only give all children the opportunity to fulfil their potential but also leads to the sustained growth and stability of countries. As such, the focus on equity is 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 works with governments and other partners to ensure that all countries fulfil the commitments they made at the UN Convention on the Rights of the Child, that every child can grow and develop to reach their full potential.

The UNICEF Office for the Eastern Caribbean Area works across 12 countries and territories: Anguilla, Antigua and Barbuda, Barbados, British Virgin Islands, Dominica, Grenada, Montserrat, Saint Lucia, Saint Kitts and Nevis, Saint Vincent and the Grenadines, Trinidad and Tobago and Turks and Caicos Islands. The Office is based in Bridgetown Barbados, without-posted personnel in Port of Spain, Trinidad and Castries, St Lucia and plans for further out posting in 2022.

UNICEF works with governments and other partners to ensure that countries fulfill their commitments made in the UN Convention on the Rights of the Child that every child can grow and develop to reach their full potential.

The 2022-2026 Multi Country Programme comprises: (a) education, (b) child protection, (c) social protection and (d) climate change. A strong equity focus on the most disadvantaged boys and girls is at the heart of the programme. The programme components are supported by cross-cutting areas including Monitoring and Evaluation, Communication for Development, Communication and Advocacy, Youth Engagement, and gender mainstreaming to ensure focused interlinked programme delivery. The Operations Unit is central to ensuring all elements of the programme are efficiently and effectively delivered. The UNV will be working with the Operations section to principally support general administrative and human resources functions.

In addition to duty station specific vaccine requirements, appointments are subject to confirmation of fully vaccinated status against SARS-CoV-2 (Covid-19) with a World Health Organization (WHO)-endorsed vaccine, which must be met prior to taking up the appointment. It does not apply to UN Volunteers who will work remotely and are not expected to work on or visit UNICEF premises, programme delivery locations or directly interact with communities UNICEF works with, nor to travel to perform functions for UNICEF for the duration of their contracts.

Under the direct supervision of the Operations Manager with technical support from the Human Resources Associate and the Operations Assistant, the National UN Volunteer will undertake the following tasks: • Support administrative requirements related to recruitment, including support to the HR Associate in the screening of applicants, scheduling of interviews and technical assessments, and with the logistics of onboarding and maintenance of personnel across the sub-region. • Support the HR Associate in the development and operationalization of the office’s 2022-2023 recruitment strategy to include a comprehensive update of the office’s onboarding and orientation package. • Support the HR Associate on administrative needs related to clearances required from time to time from various Ministries of Foreign Affairs including but not limited to permits for work, visas, and duty-free importation of goods; ensuring all necessary documentation is prepared. • Serve as main focal point for the office’s UNV workforce including liaising between UNV Regional Office and Headquarters; providing day to day guidance and escalating matters as needed.
• Serve as main focal point on administrative and operational matters related to the Common Premises across the sub-region. • Support to the Operations Assistant in the provision of travel services to personnel in accordance with the organization’s rules, policies and Standard Operating Procedures; including liaising with travelers, Supervisors, and the Office’s Travel Agent, and support to the monitoring of travel certifications and trip closures as a Key Performance Indicator. • Provide support as needed to the UN Delivering as One framework; including supporting the Working Groups and the Operations Management Team as may be required from time to time. • Support to the Operations Manager in the review for annual disposition of official physical records, including any corporate scanning required to transition files from paper to electronic; including promoting SharePoint as the office’s official depository for electronic files and guiding staff as needed in the full transition to this platform. • Performance of other related administrative tasks that may be required from time to time.
• 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 Office. 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.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities: • Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Provide annual and end of assignment self- reports on UN Volunteer actions, results and opportunities. • Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

• Accountability • Adaptability and flexibility • Creativity • Judgement and decision-making • Planning and organising • Professionalism • Self-management

related to Human Resources, Administration, Operational Support.
• Training and experience using MS Word, Excel, PowerPoint, and other UNICEF software such as SharePoint and SAP. • Organizational, planning, and prioritizing skills and abilities. • Ability to operate patiently and tactfully. • 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.

Eastern Caribbean countries and territories are characterized by notable political stability, with open and competitive democratic systems. Social indicators are relatively good among ECA countries/territories, which points to the commitment of governments to improving the quality of life of its residents.

In relation to housing, different types of short and long-term accommodation are available: standalone houses, houses in gated compounds, apartments. Accommodation options are varied and include fully furnished and/or fully serviced, or unfurnished.