Administrative Associate, GS-6, Fixed Term, Public Partnership Division (PPD) Brussels, Belgium

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 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, hope

The Public Partnerships Division (PPD) has been established to facilitate and strengthen partnership development with governments, UN agencies, international financial institutions, and global programme partnerships. PPD engages in policy advocacy and resource mobilization for children's rights and works to position UNICEF as a trusted partner to governments and other key stakeholders in the implementation of UNICEF's Strategic Plan and the Post-2015 Development Agenda.

In addition to managing the UNICEF’s relationship with the European Institutions (namely the European Commission (DG DEVCO, ECHO, NEAR; HOME and etc) , the Council of the EU, the European External Action Service, the European Parliament and the Committee of the Regions) in order to make children a priority for EU institutions in terms their policies and financial allocations, the UNICEF Office in Brussels has also been designated as one of the hubs within the HQEI and one of the outposts that will allow UNICEF to engage more effectively with the countries of the European Union.

Within its mandate of engagement with the EU Institutions and for HQEI-concerned functions, the office also provides support to Regional and Country Offices programmatically, financially and administratively.

The Administrative Associate evolves in a small office and reports to the Director.

How can you make a difference?

Under the direct supervision of the Director, undertakes administrative management support services of the whole Brussels Office hosting PPD and non-PPD. Acts as a focal point for administration (procurement of goods and services, travel, security and business continuity, property management, proper maintenance, and office management) and is accountable for ensuring efficient and cost-effective administrative support as well as supporting staff in office administrative assignments. Liaises as need be with the landlord of the premises. Manages on boarding for staff deployed to Brussels, including in securing Belgian government authorizations and support to UNICEF staff along agreements negotiated with the Belgian authorities and relating privileges and immunities. Ensures that CRITAS are known by UNICEF staff and recommends course of action to the Director as need be to promote adherence. Acts as ICT focal point in the absence of a dedicated ICT staff and liaises with ICT internal and external entities as necessary to ensure effective ICT support. Ensures the office’s administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations.

Key functions, accountabilities, and related duties/tasks:

1. Policy, procedures and strategies

• Provides practical input on implementation of administrative guidelines, in close coordination with the Director.
• Supports the Director and the team and updates staff on administrative policies, procedures rules and regulation. Implements the appropriate application and interpretation of administrative rules, regulations, policies and procedures. Briefs and assists arriving and departing staff on basic administrative procedures and requirements.
• Makes recommendations on the improvement of systems and internal controls, planning, restructuring and resolution of sensitive issues, taking into account the prevailing conditions in the locality.
• Keeps the Director abreast of potential problem areas and identifies and recommends solutions. Prepares reports on administrative matters as required.
• Provides administrative support, where applicable, including preparation and funding of service contracts and guidance on administrative procedures.

2. Budget Management

• Recommends and prepares estimates on office premises, supplies and equipment requirements for budget preparation purposes and proper charging to relevant UNICEF cost centres Brussels-based staff are attached to.
• Prepares, monitors and controls the office budget, in close coordination with the Director in compliance with operational systems and procedures.
• Ensures resources are adequately allocated in the systems to reflect management decisions on expenditure and activities. Advises on measures to ensure all funding is appropriately committed and spent.
• Monitors budgets and financial expenditures of office, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
• Processes invoices for all office-related goods and services and submits them to the Global Shared Service Centre (GSSC) for payment (Service Gateway) after ensuring certification and approval processes.
• Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
• Prepares and maintains records, documents and control plans for the budget monitoring of project/programme implementation.

3. Administrative support and services

• Assists the Director in the establishment and maintenance of security arrangements and related administrative services, acts as security focal point.
• Undertakes delivery and improvement in administrative support and office services including space management, equipment, conference and travel arrangements, document reproduction, mail and delivery services, local procurement and bill payments of utilities.
• Supports the Inter-Agency approaches for enhancing UN common services to attain efficiencies and effectiveness.
• Helps negotiate and administer matters relating to office premises, utilities and services with vendors and agencies.
• Acts as administrator for the organization’s enterprise resource planning system (vision) to assign required accesses and roles to users (IRC administrator)
• Acts as focal point for Organizational Resilience Management Systems (ORMS) and Business Continuity (BCP)
• Acts as administrator to maintain table of authority and approving/certifying officer lists in systems (VISA administrator)
• Acts as focal point for the office Environmental Footprint and Accessibility Assessment (EFAAT) and completes the annual reporting exercise for the office
• Acts as travel administrator (TRAA): verifies and approves travel authorizations raised by the executive assistant and posts them for payment.
• Acts as ICT focal point: supports users with local helpdesk, liaises with ICT Geneva for more substantive issues, prepares ICT equipment for new staff.

4. Property management

• Supports management of administrative supplies and office equipment, updating inventory of items.
• Assists the Director in Property Survey Board submissions and execution.
• Monitors and supervises adequate and appropriate use of supplies.
• Ensures that services and maintenance of premises are in accordance with organizational standards.

5. Contract arrangement and control

• Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.
• Contributes to the reviews of contractual arrangements related to administrative support (i.e. courier, premises maintenance, utilities, equipment maintenance etc.) to ensure that the terms and conditions of all contracts are being adhered to by providers of goods and services.
• Proposes to Director any changes that may be required.
• Advises teams and management on the process for the procurement of goods and services. Raises purchase requisitions and purchase orders in Vision for goods and services relating to whole Office needs, including stationeries, ICT equipment, and furniture, along budget dedicated lines.
• Develops simple tools for proportional budgetary allocations of indirect costs across cost centres.

6. Partnership, coordination, and collaboration

• Support effective working relations with other agencies, local authorities and implementing partners on issues relating to administrative matters through information exchange, collaboration, and harmonization.
• Coordinates and provides support to Protocol related issues while interacting with Belgian Authorities or European Institutions.

7. Human Resources

• Supports staff on-boarding and liaison with Government of Belgium for resident cards for international staff.

8. Performs any other duties and responsibilities assigned as required

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

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• A minimum of 6 years of relevant administrative or clerical work experience in office management, administration, finance, accounting, ICT, human resources, supply or any other relevant function.
• Computer literate (Word, Excel, Power Point).
• Fluency in English and Flemish or French is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish).

General Service (GS) staff are locally recruited staff and therefore, candidates are personally responsible for any travel and accommodation arrangements. UNICEF does not facilitate Ministry of Foreign Affairs 'MFA) accreditation for locally recruited staff.

Applicants must be nationals of EU countries or in possession of a valid work permit. Please attach a copy of your work permit to your application submission.

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. 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.