Administrative Associate (GS6), Fixed Term, Herat, Afghanistan

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.

Salary

The salary for this job should be more than 2,365 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

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, Inspiration!

https://www.youtube.com/watch?v=mbkJiMmvKqk

How can you make a difference?

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.

The section key objectives to achieve the Office strategy are:

1. Ensures efficient use of resources.
2. Develop the knowledge of the Admin staff and other staff in field of facility management
3. Ensures provision of healthy work environment.
4. Increase the knowledge of Admin staff in UNICEF policies.
5. Maintain strategic tracking of reports related to Admin activities on facility management, event management and office supplies management.

This post will contribute to the achievement of above-mentioned objectives as follows:

1. Manges Operations supplies commitments and requisitions.
2. manages petty cash in terms of recording, spending, classifying and reporting in line with UNICEF regulations.
3. manages Office events and meetings that takes place in the office.
4. Ensure providing healthy and hygienic environment by managing/supervising cleaning company staff and attending to any related improvement plans actions.
5. Provides follow up and maintenance services to the office premises as to keep good working environment delivered to UNICEF staff.

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/accountabilities:

Maintenance of premises:

• Ensures that services and maintenance of premises are in accordance with organizational standards.
• Conducts daily tour to all UNICEF Beirut Offices to ensure functionality of office facilities i.e. Air conditions, Lighting, kitchens and restrooms.
• Overviews maintenance works conducted in offices i.e. SRF installation, security system upgrade (works usually done during weekends) air conditioning system maintenance, refurbishment works, painting, installing partitions etc.
• Liaises with the Landlord’s maintenance office concerning services provided by the center e.g. shortage of water, power cut and Sheller system etc.
• Issues and amending Purchase Requisitions (PR) for services and following up on PO release ( for the new premises)
• Arranges for adequate office space and furniture for staff members and office maintenance services in a timely fashion and supervising the office cleaning services to provide effective operations support to the office.
• Monitors and supervises Office maintenance and maintenance of office equipment by contractors and certifies that the services and maintenance of premises are in accordance with organizational standards.
• Receives and processes Low value service requests (less than $2500) i.e. translation, interpretation and office maintenance works. Follow up with service provider on delivery
• Oversee the management of office and guest house premises to ensure a good and secure working and living environment for all staff. Make regular inspection of the premises and arranges for any needed repairs and ensures the cleanliness of the interior and exterior of the premises.

Calendar/Meetings/Correspondence Management

• Maintains office calendar and arranges meetings ( Receive requests, check calendar and available meeting rooms and inform requesting section accordingly)
• Arrange meeting room set up based on section requirement needs (whether U shape, classroom, theatre style or round tables)
• 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.

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
• Responsible for keeping stock and issuance of office stationery, equipment accessories and consumables including toner cartridges, and distribution of stationery as per requests. Prepare monthly summary sheet on the balances of the items
• Responsible for keeping stock and issuance of office stationery, equipment accessories and consumables including toner cartridges, and distribution of stationery as per requests. Prepare monthly summary sheet on the balances of the items.
• Custodian of Petty Cash; monitors all cash requests, properly documents and disburses according to UNICEF rules in a timely way, replenishing promptly as needed under the guidance of Supervisor
• Drafts correspondence, and reports via oral instructions, previous correspondence or other available information sources, in accordance with standard office procedures.

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

• Completion of secondary education (high school, 12th grade) is required, preferably supplemented by technical or university courses related to the field of work, such as Public Administration, business, social studies.
• A minimum of 6 (six) years of relevant administrative or clerical work experience is required.
• Fluency in English is required. Knowledge of another UN language or local language of the duty station is considered as an asset.

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: https://uni.cf/UNICEFValues

UNICEF competencies required for this post are...

• 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)

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

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

UNICEF only considers educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/

* The successful candidate for this emergency recruitment MUST be available to commence work within 31 days of receiving an offer.