Administrative Associate GS6- Fixed Term, La Paz-Bolivia

Overview

Provide administrative support to UNICEF operations.

You have:

• Completion of secondary Education is required.
• University background in Business Administration or related field is desirable.
• A minimum of six years of relevant administrative or clerical work experience is required.
• Experience supervising one or more dependents is considered as an asset.
• Experience with SAP system is considered as an asset.
• Experience working in an international organization is considered an asset.
• Fluency in English and Spanish is required.

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 2,328 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.

UNICEF Bolivia | UNICEF

For every child, HOPE

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.

How can you make a difference?

Under the close supervision and guidance of the Operations Manager, the Administrative Associate provides a variety of standardized administrative tasks for the respective section. ensuring accurate and timely delivery that follows UNICEF administrative procedures and policies.

Summary of key functions/accountabilities:

Property management, office equipment, vehicles

• Manages administrative supplies, office equipment and vehicles, updating inventory items and producing managerial reports to reflect optimal use of these items.
• Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
• Property Management: Make sure that the new staff has all the logistical facilities to work

Support to Common Premises Control

• Liaises with other UN agencies to maintain registers, budgets and financial reports for each Agency stated in the building. Ensures correct cost attributions of rental and common premises expenses to UNICEF accounts.
• Monitor and advise on budget status and office spaces of common premises and potential over-expenditures and recommend possibilities to ensure the optimum use available funds.
• Process Memorandum of Understanding with each UN Agency, as well as supporting documents for signature of corresponding Heads of Agency.
• Provide relevant information for the response to audits

General Administrative Duties

• Provide relevant information for the advancement of the UN Reform/BOS
• Responsible for maintenance and improvements in the building
• Responsible for the coordination with reception, cleaning, security and maintenance staff

Events and Conferences

• Explores local market alternatives to enhance office ability to cater meetings and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts via LTAs.
• Liaises with budget focal points and sections to define yearly needs.

Travel

• Provides travel related guidance to staff that includes 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, documentation, security certification 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

• Assist in the preparation of budgets on travel plans and costs. Maintains travel budgetary control records.

  Impact on Result

Incumbent takes decision on work priorities and recommendation on how to improve the flow of work of the Section and Supervisee. Make recommendations on administrative management and control. These are important in order to provide efficient service to office needs and provide the staff with and adequate working environment.

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

Education

Completion of secondary Education is required.

University background in Business Administration or related field is desirable.

Experience

A minimum of six years of relevant administrative or clerical work experience is required.

Experience supervising one or more dependents is considered as an asset;

Experience with SAP system is considered as an asset;

Experience working in an international organization is considered an asset.

Language requirement

Fluency in English and Spanish is required.

Skills

• Training and experience using MS Word, Excel, PowerPoint and other software such as SharePoint; knowledge of integrated management information systems required.
• 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.

Applicants must be nationals of Bolivia or in possession of a valid work permit. Please attach a copy of your work permit to your application submission. ( if apply)

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…

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 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 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 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.

This position is based in La Paz and the incumbent will be expected be work on-site.

Potential interview questions