Internal and External Advertisement: Administrative Associate, Fixed Term, G6- Yambio South Sudan (Open to South Sudanese 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. More about G-6 contracts.

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, Our Future

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

Purpose for the job:

Under the supervision and guidance of the Operations Officer, the Administrative Associate is responsible for executing a broad variety of procedural and specialized tasks for the Yambio field office requiring in-depth knowledge of administrative procedures, processes and policies.

The Administrative Associate works in close collaboration with a range of staff in the field office, external partners, and other agencies hosted on the UNICEF-led Yambio UN compound in providing operational support for programme delivery.

How can you make a difference?

Key functions, accountabilities and related duties/tasks

Human Resources

• Supervises the field office’s Drivers and Radio Operators. • Supervises ancillary staff (cleaning and maintenance) and coordinate with the respective companies on matters related to general performance. • Track all leave requests by staff members in coordination with HR. • Maintains and updates a system which monitors the absence of staff. • Drafts vacancy announcements for positions within his/her office for review by supervisor to help attract ideal candidates. • Ensures timely and efficient screening of applications for minimum eligibility, taking into account qualifications, competencies, and post requirements. • Liaises with candidates in the various stages of the recruitment process. • Coordinates the scheduling of interviews and technical assessments. • Records and maintains recruitment files, ensuring all necessary documentation has been prepared.

Guesthouse management • Maintains accurate and updated information on the guesthouse booking portal with WFP humanitarian booking. • Respond to guesthouse booking inquiries and avoids over-booking • Ensures that the guests are communicated the guest house use policy and rules set at local level. • Completes the invoicing and payment receipts for guests. • Compiles monthly guesthouse cash account and submit to Juba for transfer of funds to UNICEF Yambio cost center • Maintains and organizes the guesthouse to adequate living standards and in line with the Yambio Green Team initiative • Addresses any issues or complaints for the guests and Other UN sister agencies. • Keeps the inventory accurately managed for the guesthouse units

Fleet management • Prepares fuel order vouchers and ensures UNICEF vehicles have enough fuel. • Ensures UNICEF vehicles maintenance is done on regularly basis and records are kept. • Ensures UNICEF vehicles are mission-ready and MOSS compliant • Maintains and manages the drivers’ schedule • Prepares and shares monthly fleet report.

Travel management • Provides travel assistance to staff members in office 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 to travel administrative matters and 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 travel certification and report back to the team.

Procurement • Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR. • 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. • Ensure UNICEF procedures on low value procurement. • Maintains up-to-date vendor lists, partners, and consultant rosters.

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

Invoice Processing and finance-related function • 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. • Handles office cash on hand (COHA) as per UNICEF rules and regulations. • Conducts cash count at the end of each month and shares report with CO Finance • Maintains all financial documents and records of expenditure for the office • Manages UNICEF guesthouse bookings, prepares and shares invoices for payments.

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. • Supports the logistical aspects of the organization of events / workshops

Information and Communication Technology (with remote support from ICT team) • Monitoring internet and network connectivity for the office and other collocating agencies. • Monitor and troubleshooting Telecom equipment in Radio room and in vehicles. • Installing and maintain network shared resources (Local SD) for staff and daily ICT user support.

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

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

i) Core Values

• Care • Respect • Integrity • Trust • Accountability • Sustainability

ii) Core Competencies (For Staff with Supervisory Responsibilities) *

 Nurtures, Leads and Manages People (1)  Demonstrates Self Awareness and Ethical Awareness (2)  Works Collaboratively with others (2)  Builds and Maintains Partnerships (2)  Innovates and Embraces Change (2)  Thinks and Acts Strategically (2)  Drive to achieve impactful results (2)  Manages ambiguity and complexity (2)

*The 7 core competencies are applicable to all employees. However, the competency Nurtures, Leads and Managers people is only applicable to staff who supervise others.

Skills

• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required. • Organizational, planning and prioritizing skills and abilities. • Ability to deal patiently and tactfully with visitors. • High sense of confidentiality, initiative and good judgment. • Ability to work effectively with people of different national and cultural background. • Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff. • In-depth knowledge of UNICEF organizational structure, administrative policies and procedures is an asset

Recruitment Qualifications

Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.

Experience:

A minimum of six years of administrative or clerical work experience is required. Prior experience in logistics, facilities management and/or support functions is an asset. Relevant experience in a UN system agency or organization and/or INGO, especially in field locations is an asset.

Language Requirements: Fluency in English is required. Knowledge a local language is an asset.

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, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

Remarks:

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

Female candidates are encouraged to apply.