Re-advertisement: Administrative Assistant, GS-4, Fixed Term, Tashkent - Uzbekistan, ECAR (Open to Uzbekistan nationals only)

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education. More about G-4 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, support

Organizational Context and Purpose for the job:

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.

Job organizational context:

The Generic Job Profile for the Administrative Assistant at the G-4 level can be used in any UNICEF office, as the administrative focal point for a small unit that is not part of the office’s administration section. The Administrative Assistant is accountable for communications, operational and secretarial support services to enhance the smooth running of the team and its workflow.

Purpose for the job:

Under the supervision and guidance of the supervisor, the Administrative Assistant is responsible for executing a broad variety of routine tasks for the respective unit requiring full knowledge of UNICEF administrative procedures, processes and policies.

Key functions, accountabilities and related duties/tasks:

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 team’s calendar and arranges meetings. • Takes minutes of meetings and keep the correspondence of the unit well organized.

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 maintains travel plan and budgetary control records. • Monitors travel certification and report back to the team. • Monitors compliance with trip requirements and reports back to the supervisor on a regular basis.

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.

Impact of Results:

Administrative Assistants at the GS-4 level typically report to a senior professional staff member or to a team leader; therefore, the scope of key results is limited to the organizational unit. The Administrative Assistant provides support in the application of established rules and procedures as well as in typical, non-specialized support work. Key performance indicators include the timely and accurate performance of assigned activities.

In terms of communication, they are accountable for the exchange of routine, and less frequently non-routine, information with counterparts within UNICEF. Routine exchange of information outside of the team includes arranging travel and/or procurement and information technology support.

Skills:

• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required. • Good knowledge of UNICEF administrative policies and procedures. • 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.

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

Education:

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

Experience:

A minimum of 4 years of relevant administrative or clerical work experience is required.

Language Requirements:

Fluency in English, Russian and Uzbek is required.

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.

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’s active commitment towards diversity and inclusion is critical to deliver the best results for children.

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

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.