National Administrative Associate at General Service, level GS 6 on Fixed term (for Tajik 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 1,384 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, support,

Administrative Associate will assist in ensuring efficient and cost-effective administrative support services for office.

How can you make a difference?

The Administrative/Travel Associate under the guidance of the Administrative/HR Officer is responsible for executing a broad variety of standardized administrative tasks for the respective section(s) requiring a thorough knowledge of UNICEF administrative procedures, processes and policies.

The Administrative/Travel Associate under the supervision of the Administrative/HR Officer will support the Country Office in effectively and efficiently managing travels and visas, fleet, and processing of all section invoices. The Administrative/Travel Associate is the focal point for visas and on daily basis communicates with the Ministry of Foreign Affairs (MFA) in the question of registration and accreditation of UNICEF staff members. The Administrative/Travel Associate also provides key support to the office in supervision drivers.

Key functions, accountabilities and related duties/tasks:

Summary of key functions:

• Travel and Visa
• Invoice Processing and Vision transactions
• Events and Conferences
• Fleet management and office services

• General Administrative Duties

  Travel

• Provides travel assistance to staff 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.

• Maintain travel plans and generate travel related KPIs
• Assists staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
• Prepares and updates in consultation with Ministry Foreign Affairs, Consular Department and Protocol Department e-visa Work Processes.
• 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 budgetary control records.
• Checking of drafted Travel Requests with necessary supporting docs, for further reviewing and signing by authorized person.
• Ensure Admin. Notes from other offices complied with when calculating travel entitlements
• Ensure timely and accurate processing of travel claims of staff/consultants
• Weekly monitors closing TAs in VISION
• Renew staff passports, UNLPs and MFA IDs upon expiration of documents.

• Ensure proper maintaining of fleet schedule for travelers arriving/departing

  Invoice Processing and Vision transactions

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

• Upload electronic files and verify results to destination system.
• Respond to client transaction status and other inquiries.

• Carrying out transactions in VISION ensuring proper using of funds and making amendments and alterations as per section revisions when necessary.

  Events and Conferences

• 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 in the intranet.
• Prepares and maintains agendas on meeting and events related to the work group commitments.

Fleet management and office services

• Assist in Monitoring of adequate and appropriate use of supplies. Ensures that services and maintenance of UNICEF premises are in accordance with organizational standards.
• Supervises drivers and maintains adequate fleet management.

• Assists on establishment/renewal of Long Term Arrangements (LTA) for supply of fuel, fleet repair/maintenance and other services if required.

  General Administrative Duties

• Maintain hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information

• Monitor the utilization of all financial input requisitions and report to the supervisor for necessary adjustments (over-utilization, shortage of funds, etc.)
• Make hotel arrangements for s/m and consultants.
• Update the list of cleared hotels in Dushanbe
• Register all personal calls of staff and collect money from staff due to UNICEF
• Routine maintenance of office rooms.
• Registering all personal calls

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

• Education: Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.

  Experience: A minimum of 6 years of progressively responsible administrative or clerical work experience is required.

  Language Requirements: Fluency in English, Tajik. Knowledge of Russian is required.

Application:

The candidates, who are interested to apply for the position, should follow the electronic application's instructions. It requires the applicant to upload a detailed CV and academic degrees/diplomas, at least two latest performance evaluation reports.

For every Child, you demonstrate...

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

UNICEF competencies required for this post are…

(1) Builds and maintains partnerships

(2) Demonstrates self-awareness and ethical awareness

(3) Drive to achieve results for impact

(4) Innovates and embraces change

(5) Manages ambiguity and complexity

(6) Thinks and acts strategically

(7) Works collaboratively with others.

(8) Nurtures, leads, and manages people

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic. We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements. 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 is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. 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:

UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

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