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 programs, 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, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so 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.

Within the delegated authority and under the supervision of Administrative Officer or his/her designated mandated representative(s), the UNV Administrative Associate will:

Under the supervision and guidance of the supervisor, the Administrative Associate is responsible for executing a broad variety of routine tasks for the respective unit requiring full knowledge of UNICEF administrative procedures, processes and policies.

Communications & Workflow

• Manages incoming and outgoing correspondence, e-mails and telephone calls. • Communicates routine and some non-routine information pertaining to the work of the team. • Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up-to-date and accurate. • Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.

Events/Logistics

• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts. • Arranges times through liaising with participants over availability. • Liaises with budget focal points and section over costs and needs. • Prepares background materials for participants and uploads cleared materials on the intranet. • Keeps vendor lists, rosters up-to-date.

Transport

• Liaises with NCO Transport for smoother management and vehicle maintenance • Supports drivers in placing overtime requests

Asset Maintenance

• Supports administrative supplies, office equipment, and updating inventory of items. • Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.

Visa and protocol services:

• Reviews requests from sections • Prepares letters • Uploads the request into MOFA portal • Updates the database on SharePoint

Invoice Processing

• Supports in collection of invoices from the section and filing it for certification. • Maintains an electronic invoices for VAT refund process. • Uploads VAT invoices into IRD portal

Premises Management:

• Support Administrative Associate in planning and maintenance of the premises. • Coordinate with the ancillary team and receptionist for any hands-on support. • Regular site visit and input the Administrative Associate

Any other related tasks as may be required or assigned by the supervisor.

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. • As an active team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNICEF ROSA and its beneficiaries in the accomplishment of her/his functions, including:

The Administrative Assistant provides support in the application of established rules and procedures as well as in typical, non-specialized support work. Key performance indicators include the timely and accurate performance of assigned activities.

In terms of communication, they are accountable for the exchange of routine, and less frequently non-routine, information with counterparts within UNICEF. Routine exchange of information outside of the team includes arranging travel and/or procurement and information technology support

• Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment • A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed

Professionalism: demonstrated understanding of operations relevant to UNICEF ROSA; technical capabilities or knowledge relevant or transferrable to UNICEF ROSA procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented;

Integrity: demonstrate the values and ethical standards of the UN and UNICEF ROSA in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority;

Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues;

Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment.

Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities;

Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups;

Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary;

Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNICEF ROSA’s mission and vision, as well as to the UN Core Values.

the national and/or international level or other relevant programmes; experience with one is an asset, as is experience working in the UN or other international development organization; • Other desired/mandatory required technical knowledge • Excellent oral and written skills; excellent drafting, formulation, reporting skills; • Accuracy and professionalism in document production and editing; • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development; • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel; • Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment; • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines; • Desirable: valid national driver’s license and proven ability to drive manual gear 4x4 over rough terrain; (if not applicable, delete) • Sound security awareness; • Have affinity with or interest in volunteerism as a mechanism for durable development, and the UN System.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. National UN Volunteers are part of the malicious insurance plan.