External VA: Administrative Associate, GS 6/TA. (15 months), Osh, Kyrgyzstan, Open to Kyrgyzstan nationals only

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 1,508 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.

For every child, care

Under the supervision and guidance of the Chief Field Office, the Administrative Associate is responsible for executing a variety of procedural and specialized administrative tasks for the respective section requiring a thorough knowledge of UNICEF administrative procedures, processes and policies.

UNICEF Kyrgyzstan

How can you make a difference?

In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution

Summary of key functions/accountabilities:

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 maintain travel plan and budgetary control records.
• Monitors office’ key performance indicators on travel, including 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.

Contracting of consultants and administration of contracts of service providers:

• Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, and contract documentation management.
• Actively collaborates with other UN agencies located in the premises. Administers the UN common premises related budget and workplan activities, including estimation, monitoring, invoicing and reporting.
• Keeps records of UN common premises contract management and related service providers, processing and tracking related payments and reimbursements being made.

Property management, office equipment, vehicles:

• Supports provision and administration of office supplies, equipment, and vehicles.
• Maintenance of due asset management. Support periodic assets and attractive items reporting and verification activities, such as interim and year end count, monitoring, disposal and reporting.
• Ensures that services and maintenance of premises are in accordance with organizational standards.
• Ensures due inventory management processes, including support to section/program with warehouse management, from acceptance, maintenance to dispatch of items, with accordingly maintained filing and documentation system.

General Administrative Duties and supervision of drivers:

• Ensure due records and information management processes in the office. Maintain hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information
• Acts as attendance focal point.
• Monitor the utilization of all financial input requisitions and report to the supervisor for necessary adjustments (over-utilization, shortage of funds, etc.)
• Supervise drivers: maintain overtimes, logbooks, bookings and travel schedules;
• In addition to general administration responsibilities, supervise directly activities concerned with office maintenance, transport and similar services.
• Support with organizing programme events and conferences.
• Contributes to operations related activities and reporting requirements.
• Administers operational budget and costs pertinent to zone office.
• Performs other duties, as required.

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

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• A minimum of 3 years of relevant administrative or clerical work experience is required.
• Work experience in UN or similar organizations is an asset Fluency in English is required.
• Fluency in English and Russian is required. Knowledge Kyrgyz language is an asset.

For every Child, you demonstrate...

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA).

The UNICEF competencies required for this post are...

To view our competency framework, please visit here.

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:

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

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