Administrative (Communications) Associate - Communication and Fundraising Section, GS-6, UNICEF Bucharest, Romania, Fixed Term Appointment

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, support

Why working for UNICEF video

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. 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.

Purpose of the Job

Under the supervision and guidance of the direct supervisor, the Administrative Associate supports the section through providing a range of procedural, administrative, and operational support in developing, implementing, executing, and monitoring of the country programme, ensuring effective and timely delivery that is consistent with UNICEF rules and regulations.

Key functions, accountabilities, and related duties/tasks:

Office Planning & Project Management

• Supports the Communication and fundraising section in the preparation, organizing and follow-up of different types of events, activities, and meetings, including by coordinating with different services providers, monitoring key results indicators, and updating different databases.

• Prepares Terms of Reference, logistics for events, reports, working papers, and various administrative and communication documents.

• Supports in researching, compiling, and analyzing qualitative and quantitative data and information from a variety of sources on subject matters relevant to the work of the section to facilitate programme delivery, including drafting budgets and documenting best practices and lessons learned to support knowledge development and capacity building.

Events/Logistics

• Supports the preparation, organizing, and follow-up of different types of events, activities and meetings, by making the logistical arrangements.

• Coordinating with service providers.

• Liaises with budget focal points and section over costs and needs.

• Prepares background materials for participants and uploads cleared materials on the information sharing platforms / shares with participants.

• Prepares and maintains agendas and minutes of meetings and events and monitors follow-up tasks/ commitments.

• Maintains partner's and journalists' databases.

• Assists in preparing of and participates in field visits with key decisions makers, donors, ambassadors, and journalists, and for creating different communication materials.

Budget Monitoring

• Develops and monitors budgets and financial expenditures of sections, 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, 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.

• Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.

Procurement

• Drafts TORs for consultants and contractors that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, and making necessary logistical arrangements.

• Develops and maintains up-to-date vendor lists, partners, and consultant rosters, communication materials.

• Prepares Purchase Requisitions and fund commitments in Vision.

Invoice Processing

• Responsible for collecting invoices, submission for payment, and filing documents.

• Uploads electronic files and verifies results to destination system.

• Responds to partners/clients regarding transaction status and other inquiries.

Impact of Results:

The efficiency and effectiveness of the support provided by the Administrative (Communications) Associate to the development, implementation, and monitoring of programms/projects facilitates the delivery of concrete and sustainable results for the Communication and Fundraising section, which in turn enhances the office’s and UNICEF’s capacity in helping the most vulnerable women and children.

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

Education: Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization*

Experience: A minimum of 6 years of progressively responsible administrative or clerical work experience is required.

Language Requirements: Fluency in English and Romanian is required.

*A bachelor’s degree from a recognized academic institution in a field relevant to the position counts as three years of experience. A master’s degree may replace additional two years.

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.

Remarks:

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable males and females 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). 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 cancelled.

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.

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.