Call for Expressions of Interest: Administrative Staff, Long-Term Agreement (LTA) for Administrative Services (Nationals Only)

Contract

This is a Consultancy contract. More about Consultancy contracts.

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.

UNICEF is a United Nations agency that promotes the rights and wellbeing of every child. Together with partners, UNICEF works in 190 countries and territories to translate that commitment into practical action, focusing special effort on reaching the most vulnerable and excluded children, for the benefit of all children, everywhere.

Since 1948, UNICEF has been working with the Philippine government and civil society to promote and protect the rights of Filipino children. UNICEF works on long-term development programmes in the following areas: Education; Health; Nutrition; Disaster Risk Reduction; Adolescent Development; Emergency Response; Peacebuilding; Social Policy; HIV & AIDS; Child Protection; and Water, Sanitation & Hygiene.

Purpose of the engagement

UNICEF’s Philippines is expanding its talent pool for various operational administrative support to meet its increasing wok demands. As such, UNICEF is looking for high caliber administrative personnel who will provide day to day support for the various Sections in the areas of budget monitoring, travel administration, support documentation, communications and other day-to day needs of the UNICEF Philippines country office.

Methodology & Approach

Qualified applicants will be pooled and offered a letter of engagement (LOE) covering a period minimum of 15 days renewed as needed up to 11.5 months subject to performance review and validation with fixed professional rates per engagement for the duration of the LOE. Travel and daily subsistence allowance will be dependent on the assignment location, consultant's place of recruitment, and duration.

The LOE serves as an on-call/as-needed arrangement between UNICEF and the individual for any required services and outputs during the agreed period.

Duration of individual assignments is dependent on the section’s volume of requirements. This will be discussed and agreed upon between UNICEF through the hiring section or requiring Units and the individual contractor prior to the start of every assignment.

Task and Responsibilities:

Under the supervision and guidance of the supervisor, the Administrative Assistant is responsible for executing a broad variety of routine tasks for the respective unit requiring full knowledge of UNICEF administrative procedures, processes and policies. It will undertake the following tasks and responsibilities:

Communications & Workflow

• Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
• Manages incoming and outgoing correspondence, e-mails and telephone calls.
• Communicates routine and some non-routine information pertaining to the work of the team.
• Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up-to-date and accurate.
• Calendar/Meetings/Correspondence Management
• Maintains office calendar and arranges meetings.
• Takes minutes of meetings and keep the correspondence of the unit well Organized.

Events/Logistics

• 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.
• Prepares background materials for participants and uploads cleared materials on the intranet.
• Prepares and maintains agendas on meetings and events related to the work group commitments.

Travel

• Provides travel assistance to staff members in section for travel 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, and documentation 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.
• Assists in the preparation of budgets on travel costs and maintains travel plan and budgetary control records.

• Monitors travel certification and report back to the team.

  Invoice Processing

• Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.

• Uploads electronic files and verifies results to destination system.
• Responds to client transaction status and other inquiries.

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.

Attendance

• Maintains and updates a system which monitors the absence of staff.

Organization & Management

The Contractor will be managed by the assigned section/unit head who will be responsible to:

• Orient the contractor and outline the parameters of the required services.
• Provide copies of the units team profile and objectives.
• Provide and agree with the contractor on the work schedule, timelines and deadlines.
• Provide relevant feedback and evaluation of the service provided and outputs submitted.

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

• Completed secondary education and, preferably supplemented by technical or university courses related to the work of the organization.
• A minimum of five years of progressively responsible administrative or clerical work experience is required.
• Excellent communications skills both oral and written
• Fluency in English is required.

HOW TO APPLY

Qualified candidates are requested to complete an online candidate profile in http://www.unicef.org/about/employ/ by 06 September 2021. Only applications sent through the e-recruitment portal under Job Number: 544047 will be considered

All candidates are requested to submit a cover letter, and the duly filled P 11 form which can be downloaded from our website at http://www.unicef.org/about/employ/files/P11.doc indicating three (3) professional references with contact details. Please indicate your ability, availability and portfolio of professional work (e.g., links to online gallery/show reel). Applications with incomplete requirements will not be considered.

Only shortlisted consultants will be contacted.

For every Child, you demonstrate…

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

View our competency framework at http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

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 also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. 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:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

Individuals engaged under a consultancy or individual contract will not be considered “staff members” under the Staff Regulations and Rules of the United Nations and UNICEF’s policies and procedures, and will not be entitled to benefits provided therein (such as leave entitlements and medical insurance coverage). Their conditions of service will be governed by their contract and the General Conditions of Contracts for the Services of Consultants and Individual Contractors. Consultants and individual contractors are responsible for determining their tax liabilities and for the payment of any taxes and/or duties, in accordance with local or other applicable laws.