Internal VA: Administrative Assistant (PRIME team), GS5, UNICEF PFP, Geneva, Switzerland

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 7,230 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 fulfil 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.

The Private Fundraising and Partnerships (PFP) Division works with National Committees, UNICEF country offices and global private sector partners to drive income growth.

For every child, Dedication

Purpose of the Job

Under the supervision and guidance of the Chief of Strategic Planning, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the PRIME section, requiring excellent organizational and planning skills and knowledge of UNICEF administrative procedures, processes and policies is desired.

How can you make a difference?

Main Tasks

Budget Monitoring • Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up. • Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure. • Prepares and maintains records, documents and control plans for the budget monitoring of project/programme implementation. • Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.

Human Resources • 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. • Monitors lifecycle of recruitment process to update supervisor as necessary.

Digital Workplace • Acts as “producer” of online meetings and events, managing the backend in zoom, MS Teams and other applications. • Supports the team in an online environment to ensure efficiencies and effective management of content. • Uploads and maintains content on the intranet – communication and collaboration sites • Maintains mailing

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. • 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.

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

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 maintain 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.

To qualify as a champion 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 5 years of relevant administrative or clerical work experience is required.
• Alternatively, 3 years of work experience may be replaced with a first level university degree. Four years of work experiences may be replaced with a Master’s degree.
• Fluency in English is required. Knowledge of another UN language or local language of the duty station is considered as an asset.
• Training and experience using MS Office 365 (Word, Excel, PowerPoint, SharePoint); knowledge of integrated management information systems required.
• Thorough knowledge of UNICEF administrative policies and procedures is desired.
• Organizational, planning and prioritizing skills and abilities.
• 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

For every Child, you will demonstrate...

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

UNICEF Functional Competencies:

• Analyzing (Level I)
• Learning & Researching (Level I)
• Planning and Organizing (Level I)
• Following Instructions and Procedures (Level I)

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.

Remarks:

General Service Staff are recruited locally. Candidates must be in possession of an existing visa/work permit or be a resident/citizen of Switzerland and/or commuting area to be considered eligible for this position.

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.

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