External VA: Administrative Associate, GS 6/TA. (8 months), Bishkek, 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, a fair chance

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

UNICEF Kyrgyzstan

How can you make a difference?

Interpretation and implementation of administrative regulatory framework and knowledge sharing:

• Provides practical input on implementation of administrative guidelines, in close coordination with Operations Manager and the team.
• Proactively updates/briefs staff on administrative policies, instructions, rules and regulations through regular knowledge sharing activities.
• Briefs and assists arriving and departing staff on administrative procedures and requirements.
• Consistently monitors and keeps supervisor abreast of potential risk areas, and makes recommendation for follow-up actions, prepares reports and evaluations on general administrative or specialized tasks.
• Contributes to recommendations on the improvement of internal controls systems considering the local implementation context.
• Custodian of office internal Standard Operating Procedures on administrative areas, including but not limited to administration, premises, assets, travel, fleet management etc.
• Contributes to and supports office processes and documentation related to greening, accessibility, security and Duty of Care.

Administrative Budget Monitoring:

• Monitors administrative budget and financial expenditures of the CO Operations section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
• Provides advisory and coordination support in monitoring and implementation of the administrative budget of the Zone Office.
• Provides support on operations budget revision/preparation related to administrative areas of work, its implementation status, ensuring due compliance with the cost attribution principles, donor conditions, operational, and financial closure, etc.
• Carries out transactions in VISION pertaining to Operations fund commitments and fund reservations, ensuring due compliance with the cost attribution principles, donor conditions, operational, and financial closure, etc.

Travel:

• Monitors the office travel budget and expenditures including the travel commitments and partners travel budgets, ensuring compliance with UNICEF rules, regulations and the corporate travel strategy & an annual ceiling, keeping supervisor and Budget approvers informed and advised on actions for decision/follow up.
• Provides advisory support in monitoring and implementation of the travel budget and expenditures of the Zone Office.
• 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 travel and 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, ensuring compliance to UNICEF travel policy, strategy, rules and regulations.
• Assists in the preparation of budgets on travel costs for staff, contractors and partners, and maintains travel plan and budgetary control records.
• Monitors office performance in travel administration against the key indicators, including certification both in manual and digital solutions (including VISION ERP, InSight, eTools, etc.), and duly follows up with concerned teams/staff.
• Establishes an adequate system of travel documents filing (both digital and paper).

Events/Logistics:

• Supports office events by making the logistical arrangements, through engaging with facilitators, caterers and hosts, ensuring the best value for money.
• Arranges logistical schedules and timelines 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.
• Monitors and keeps record on performance of key vendors and duly raises any issues, improvement suggestions to the processes and respective contracting/engagement modalities.

Calendar/Correspondence Management and Communication:

• Maintains office calendar/s and arranges section meetings
• Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
• Manages incoming and outgoing official correspondence of the Operations section.
• Communicates routine and some non-routine information pertaining to the work/administration of the office.
• Coordinates the maintenance of office filing and reference systems, both traditional and digital, in line with UNICEF retention and information management policies, procedures and regulations.

Office premises, property and equipment management:

• Conducts procurement of low value administrative and office supplies, expandable and ICT supplies, attractive equipment, furniture and fitting.
• 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, uploading TOR’s in VISION, and making necessary logistical arrangements.
• 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.
• Regularly tracks, analyzes and duly reports on the EFAAT data for CO in the tool. Coordinates and assists with the EFAAT data submission for ZO.
• Serves as an Asset Administrator for the CO, ensuring adequate day-to-day management, acquisition, management and disposal of PP&E. Maintains proper documentation in compliance with the UNICEF policies, rules and regulation. Coordinates the regular closure and count activities for CO and ZO.
• Advises the committee/s members, operations team and supervisor on use of mAsset and PSB tools.

Fleet management:

• Supervises office drivers ensuring that clear workplans and proper fleet management system is in place. Ensures that all drivers comply with the mandatory driving requirements and defensive driving principles as per the Safe Driving Principles.
• Supports the procurement and contracting processes for transportation services for regular and contingency purposes. Supervises the work of the fleet rent services obtained.
• Ensures that the UNICEF official vehicles are assigned on pooled basis and in strict compliance with the corporate
• Responsible for day-to-day use, management, maintenance and disposal of vehicles.
• Regularly monitors technical condition and their operating efficiency, and advises the Operations Manager on maintenance schedule and replacement plan.
• Ensures that the vehicles and keys are kept secured. Vehicles are securely parked in the designated parking area.
• Makes sure that Logbooks are completed for all trips undertaken and regularly monitored. Monitors that the electronic logbooks and other maintenance information including fuel consumption records are duly captured, tracked and analyzed in/via the Vehicle Tracking System. Provides regular reports and timely raises any issues to address to Operations Manager.
• Ensures that all requirements of the host country are duly met for licensing vehicles and obtaining necessary documentation for import, registration, ownership, insurance, inspection, and inventory of UNICEF vehicles. Support the ZO with the required procedures implementation with the State bodies and institutions located in Bishkek.
• Arranges that all UNICEF vehicles, meet the specific safety and security standards as required by the Security Risk Management Measures (SRMM)/MinimumOperating Security Standards (MOSS) of the duty station.

General Operations and Common Services:

• Closely liaises with the UN House Common Services assistant on office premises matters and related services administration.
• Monitors the UNICEF’s portion of the UN House Common Budget, expenditures and its implementation. Analyzes and brings to the attention of Operations Manager all the issues to address and suggests improvements.
• Supports the Operations Manager during UNH Common Budget planning exercise, mid-year update and report review, ensuring the UNICEF’s portion of contribution is accurate, relevant and in line with the UNH MoU.
• Participates at the OMT on behalf of supervisor upon request and contributes to other UNH common teams on greening, administration, procurement, etc.
• Manages the UNICEF’s area of the UNH premises and coordinates fitting, renovation, reconstruction works as needed. Working desk arrangement based on staffing structure and needs.
• Liaises and builds a reliable partnership with the key counterparts, including vendors, service providers, UN agencies, and state bodies.
• Support the Operations Manager and the team in implementation of Business Operations Strategy.

Invoice Processing:

• Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION for all expenses related to operation/administration of the CO.
• Ensures that the section invoices are submitted for payment timely and accurately. Verifies the vendor invoices for appropriateness, quantities and price, etc.
• Responds to client transaction status and other inquiries.

Human Resources. Regularly backstops the HR Associate in the following processes:

• Clearance and verification for Low Value Consultants and Individual Contractors selection process.
• Maintenance of office rosters for Consultants and Individual Contractors.
• Staff Attendance related issues
• UNLP safekeeping and distribution.
• Drafting for review of supervisor and posting vacancy announcements
• Coordinates the scheduling of interviews and technical assessments.

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 international organization/UN is considered an asset.
• Fluency in English and Russian are required. Knowledge of 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.