Administrative Associate, G6, Ashgabat, Turkmenistan, for nationals of Turkmenistan only

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 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 fulfil 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, help

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, develop and reach their full potential, without discrimination, bias or favouritism. Equity accelerates progress towards the goals of the 2030 agenda and 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.

How can you make a difference?

UNICEF Office in Turkmenistan is looking for a passionate Administrative Associate for a temporary appointment (364 days). Administrative Associate is accountable for applying a broad range of specialized administrative rules and procedures in the coordination of administrative support to the team served. Efficiently initiating, monitoring and ensuring the provision of administrative services allows the professional staff of the organization to focus on substantive core work.

Purpose for the job:

Under the supervision and guidance of the Operations Manager, the Administrative Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

Summary of key functions and accountabilities:

Within the assigned accountabilities and under the given organizational set-up, the incumbent contributes to the following main functions and expected results, in accordance with the plans, agreements and standards of performance.

Procurement

• Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR. • Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements. • Maintains up-to-date vendor lists, partners, and consultant rosters. • Sets up LTAs for printing, translations, event organizers etc.

Calendar/Meetings/Correspondence Management

• Support the arrangements of Operations meetings • Takes minutes of meetings, ensuring accuracy, attention to detail and coherence. Ensure proper circulation of the minutes among the Ops team timely. • Maintain hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information • Drafts routine correspondence, memoranda and reports relating to Admin, personnel and supply as required and from oral instructions. Translates correspondence, contracts, agreements, bid information and other documentation within the scope of the operations section from/to local languages (Russian/Turkmen) • Sets up LTAs for printing, translations, event organizers etc.

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. • Prepares and maintains agendas on meetings and events related to the work group commitments.

Travel

• Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel. • Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures. • Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel. • Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records. • Monitors travel certification and report back to the team.

Invoice Processing

• Raises Purchases Orders in VISION based on the approved purchase requisitions. • Communicate with Supply Division/ suppliers on the status of the ordered supplies. Makes arrangements for receipt of office supplies and equipment, including customs clearance. Drafts necessary correspondence pertaining to clearance, receipt, and dispatch of office supplies. • Searches local market for procurement of supplies and services, collects and verifies quotations, assists in the bidding process. Prepares documentation for CRC and takes minutes. • Support programme sections in preparation, compiling and finalization of office supply plan, quarter monitoring of supplies’ requisitions • Arrange for the purchase and timely distribution of office supplies. • Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION. • Uploads electronic files and verifies results to destination system. • Monitor the utilization of all financial input requisitions and report to the supervisor for necessary adjustments (over-utilization, shortage of funds, etc.) Familiarize with programme monitoring related instructions/tools and report to supervisor for significant changes • Responds to client transaction status and other inquiries.

Supplies/Equipment/Vehicles

• Supports management of 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. • Arranges for the purchase and timely distribution of office supplies. • Maintains, registers and updates inventory records of all non-expendable equipment purchased and of existing items in accordance with guidelines. Recommends obscure/outdated equipment for PSB, prepares documents for PSB, takes minutes and ensures follow-up action. • Ensures use, maintenance and operation of office vehicles are performed in compliance with UNICEF rules and regulations. Supervise two drivers, instructs drivers their daily programmes, review vehicle logs, oversee vehicle maintenance and process their performance evaluations. • Efficient management of stores/stock room

To qualify as Administrative Associate, 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 6 years of relevant administrative or clerical work experience is required.

Language Requirements: Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a Turkmen language is an asset.

Skills: • Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required. • In-depth knowledge of UNICEF organizational structure, administrative policies and procedures. • 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 background. • 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:  Care  Respect  Integrity  Trust  Accountability  Sustainability

The competencies required for this post are….

Core Competencies:

Nurtures, Leads and Manages People (1) Demonstrates Self Awareness and Ethical Awareness (2) Works Collaboratively with others (2) Builds and Maintains Partnerships (2) Innovates and Embraces Change (2) Thinks and Acts Strategically (2) Drive to achieve impactful results (2) Manages ambiguity and complexity (2)

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 committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

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 also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. 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:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

UNICEF appointments are subject to medical clearance. Appointments may also be 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 medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.