Administrative Support Associate

Contract

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

This UNV assignment is part of UNICEF Talent Programmes and Partnerships team within DHR’sTalent Unit that manages the long-lasting partnership with UNV and acts as the Center of Expertise for the engagement of UN Volunteers in UNICEF

Under the direct supervision of Ibb Operations Officer, the National UN Youth Volunteer will:

Calendar/Meetings/Correspondence Management •Maintain office calendar of booking meeting room for UNICEF and UN agencies, with arranging equipment and needs related to the meeting. •Book guest house rooms for staff of UNICEF and other UN agencies and follow the services provided. •Prepare the invoices related to the guest house rooms and send them to other agencies with the following disbursement and deposit of the invoice to the UNICE bank account.

Fleet and Fuel Management •Manage safe driving services to the staff of the Office, and assign drivers for the mission, also cooperate with other agencies to cover the gap in case of a shortage of cars and drivers to ensure continuous operational activity. •Ensure completeness of maintenance for the vehicles and follow the drivers regarding the vehicles that all are always kept in good running condition through addressing minor repairs, also follow the drivers in making arrangements for major repairs •Manage the fuel for the UN hub and prepare a tracking sheet to monitor the quantity and acquire upon needs, also provide other agencies fuel to ensure continuous daily operational activity.

Supplies/Equipment •Administrate premises, and supplies with ensuring delivery this administrative support services are timely and effectively provided •Ensures that services and maintenance of premises are in accordance with organizational standards. •Invoice Processing •Under the guidance of the Finance Associate support in the collection of invoices and filing documents for approval. •Upload electronic files and verifies results to the destination system. •Respond to client transaction status and other inquiries.

Any other related tasks as may be required or assigned by the supervisor.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Provide annual and end of assignment self- reports on UN Volunteer actions, results and opportunities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

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

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

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

relevant professional work experience with both national and International work experience •in office management, administration, finance, accounting, ICT, human resources, supply or any other is an asset. •Work experience in an emergency duty station. •Principles of office management, operations management, programme management and administration •IT Skills and working knowledge of UNICEF SAP/HR, WEB HRIS, MICROSOFT •Excel, PowerPoint and Word software.

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