Administrative Associate, GS-6, Renk, South Sudan (Temporary Appointment for 364 days)

Senior Admin

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 over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, Care

BACKGROUND

II. Organizational Context and Purpose for the job

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.

Job organizational context:

The Administrative Associate is accountable for both specialized and procedural communications, operational and administrative support services.

Purpose for the job:

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

III. Key functions, accountabilities, and related duties/tasks

Budget Monitoring (specialized)

• Monitors budgets and financial expenditures of the office and guesthouse, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up. • Provides support on budget revision/preparation, implementation status, fund utilization, operational, and financial closures. • Prepares, organizes, and maintains office files, records, documents, and control plans for budget monitoring. • Carries out transactions in VISION as required. • Process invoices, expense reports, and other financial transactions as needed. • Maintain financial records and assist in financial reporting.

Human Resources (specialized)

• Support recruitment processes, including scheduling interviews and preparing documentation. • Assist in the onboarding of new staff members. • Maintain personnel records and manage leave and attendance tracking. • Directly supervise the performance of cleaners and auxiliary staff recruited directly by UNICEF or through third party institutions. • Oversee the drivers daily work schedules and supervise their performance. • Oversee the performance of the security guards and liaise with the third-party company for any observations or improvements deemed necessary. • Supervise and oversee the work of the generator operator(s) and ensure uninterrupted flaw of power and internet in the office and guesthouse.

Office Planning & Project Management (specialized)

• Ensures the availability of timely, complete, and accurate information and data for preparing work plans. • Monitors Field Office activity implementation against established milestones and makes recommendations to improve performance. • Oversees the management of the office guest house, including handling accommodation bookings and ensuring the facility is well-maintained and efficiently operated. • Coordinate logistical arrangements for events, mission visits, travel, workshops, and training sessions including raising Travel Authorization (TA) • Supervision of the cleaners, guarding services, and other administrative roles such as management of office utilities to ensure that they are done properly. • Schedule and coordinate meetings, appointments, and travel arrangements.

Procurement

• Facilitates the processing of contracts for consultants and external partners that provide a service to the Field Office This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s, and making necessary logistical arrangements. • Maintains up-to-date vendor lists, partners, and rosters, as needed. • Monitor and manage office supplies and equipment, ensuring availability and functionality. • Support procurement processes, including preparation of purchase orders and liaison with suppliers.

Communications & Workflow

• Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs. • 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. • Liaise with internal and external stakeholders to facilitate communication and coordination. • Assist in the preparation and dissemination of information and reports. • Support the development and implementation of communication strategies and materials.

Calendar/Meetings/Correspondence Management

• Maintains office calendar and arranges meetings. • 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. • 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

• Responsible for collecting invoices and filing documents for approval and thereafter processing in VISION. • Uploads electronic files and verifies results to destination system. • Responds to client transaction status and other inquiries.

Supplies/Equipment

• 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.

Attendance

• Maintains and updates a system which monitors the absence of staff.

IV. Impact of Results

In addition to the impact, a G-6 staff member is predominantly 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. This may include supervisory responsibilities with accountability for the work of administrative assistants, temporary staff and/or consultants.

Administrative Associates represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests. External contacts include counterparts in international organizations, bi-lateral and multi-lateral institutions, and national governments to organize meetings, workshops, and conferences. Communications involve the exchange of information across the UNICEF at the most senior levels and externally to governing body representatives.

V. UNICEF values and competency Required (based on the updated Framework)

i) Core Values

• Care • Respect • Integrity • Trust • Accountability • Sustainability

ii) Core Competencies (For Staff with Supervisory Responsibilities) *

• 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)

or

Core Competencies (For Staff without Supervisory Responsibilities) *

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

*The 7 core competencies are applicable to all employees. However, the competency Nurtures, Leads and Managers people is only applicable to staff who supervise others.

VI. 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.

VII. Recruitment Qualifications

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. • Bachelor’s degree with relevant experience of 3 years is required or Master’s degree with relevant experience of 2 years is required.

Language Requirements:

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

Familiarize yourself with our competency framework and its different levels.

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 measures to include a more diverse workforce, such as paid parental leave, time off for breastfeeding purposes, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF does not hire candidates who are married to children (persons under 18). 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 promoting the protection and safeguarding of all children. 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.

UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be 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 canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable [Female candidates are encouraged to apply] are encouraged to apply.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions 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.

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.

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Added 2 days ago - Updated 3 hours ago - Source: unicef.org