Administrative Specialist

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

Since the escalation of the conflict in Ukraine, close to 2.7 million people have crossed the border into Poland. The majority of them are women, children and the elderly. Children have faced severe stress; protection risks prior or during displacement are growing. The national systems in Poland, as well as local organisations and volunteers, have responded quickly to accommodate the huge volume of new needs. UNICEF has moved rapidly to establish a presence in Poland and respond to the crisis both in terms of its own programming and through interagency contributions, including as a co-lead of the child protection and education sectors of the response. UNICEF in Poland is currently involved in the response by supporting the national government and local partners in delivering essential psychosocial support, education, health and protection services. For example, we are currently supporting municipalities to expand services; working with local providers to embed psychosocial support in schools; support teacher training and provision of needed learning supplies, short term expansion of capacities to absorb children into education and increasing access to digital learning solutions, support the demand for routine immunisation among caregivers and working with diaspora organisations to support longer term integration and social cohesion

Within the delegated authority and under the supervision of Operations Manager the Administrative Assistant performs administrative and logistical support functions as indicated by the requirements and structure of the organization:

Communications & Workflow • Facilitate the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs. • Manage incoming and outgoing correspondence, e-mails and telephone calls. • Communicate routine and some non-routine information pertaining to the work of the team. • Establish and maintains the office filing and reference systems, both traditional and digital; and ensure the inter/intra-net websites are up to date and accurate.

Calendar/Meetings/Correspondence Management • Maintain office calendar and arranges meetings • Take minutes of meetings, ensuring accuracy, attention to detail and coherence.

Events/Logistics • Provides administrative and logistical support in organization of conferences and workshops by identifying venues and services required through engaging with facilitators, caterers and hosts. • Arrange times through liaising with participants over availability. • Liaise with budget focal points and section over costs and needs. • Prepare background materials for participants and uploads cleared materials on the intranet. • Prepare and maintain agendas on meetings and events related to the work group commitments.

Travel • Provide travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaise with relevant travel focal points to ensure that the organization obtains the best service and price for all travel. • Brief/de-brief staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
• Extract, input, maintain, and verify 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 costs and maintain travel plan and budgetary control records. • Monitor travel certification and report back to the team.

Results/expected outputs • Clear and concise track record of communication in meetings, workshops and other events is maintained • Timely provision of administrative and logistical support in line with UNICEF procedures and rules • Office personnel guided and advised on administrative procedures, local laws and rules • Timely provision of travel arrangements

Core Values: • Care • Respect • Integrity • Trust • Accountability

Core Competencies: • 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)

Additionally, genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UN Entities’ mission and vision, as well as to the UN Core Values.

administrative or clerical fields at the national level. • Prior experience in operations support functions is an asset. • Relevant experience in a UN system agency or organization is considered as an asset • Thorough knowledge of administrative policies and procedures. • Organizational, planning and prioritizing skills and abilities. • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines; • High sense of confidentiality, initiative and good judgment. • Ability to work effectively with people of different national and cultural background. • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development; • Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment;

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.

UN Volunteer entitlements and allowances: The purpose of the allowances and entitlements paid to UN Volunteers is to enable UN Volunteers to sustain a secure standard of living at the duty stations in line with United Nations standards without incurring personal costs. The allowances are in no way to be understood as compensation, reward, or salary in exchange for the UN Volunteer’s service. Contingent on specific eligibility criteria, location of the volunteer assignment and contractual type and category, the payment of allowances will begin from the date of Commencement of Service For more information on entitlements please read the Condition of Service (https://explore.unv.org/cos) and use the entitlement calculator (https://app.unv.org/calculator) for the most up to date information.

Monthly Living Allowance (Per month): PLN 5874.92 Entry lump sum (onetime payment) USD: 400 Travel Ticket when moving to duty station USD: 200 Exit allowance (for each month served, paid on completion of contract): PLN 489.58 Medical and life insurance: Cigna Private Insurance Leave entitlements Annual leave: 2.5 days accrued per calendar month Certified sick leave: 30 days Uncertified sick leave: 7 days Learning leave: 10 working days per consecutive 12 months Maternity Leave: 16 weeks Paternity Leave: 10 days