TA (6 months) - Administrative Associate, GS6, Port-au-Prince Haiti

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 1,603 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 vision

Due to the ongoing humanitarian crisis in Haiti, the heightened number of surge deployments, support missions, emergency recruitments, and staff movements to effectively respond to various field activities that necessitate travel services, it is crucial to reinforce the Administrative unit, particularly the Travel department. This reinforcement is necessary to ensure timely assistance to travelers, expedite the processing of all pending travel claims, and efficiently handle other travel-related services, including vendor payments. Additionally, it is important to enhance administrative support to meet the growing demands.

How can you make a difference?

Under the supervision and guidance of the Administrative Specialist, the Administrative Associate - Travel is responsible for executing a variety of procedural and specialized administrative tasks related to travel and transport, and requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

The key services and tasks to be provided/undertaken during this temporary appointment is as follow:

Travel

• Provides travel assistance to staff members in the office for travel arrangements and entitlements based on the organization’s rules and policies.

• Ensures that the organization obtains the best service and price for all travel.

• Liaise with travel service providers and manages the related contracts.

• Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, 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.
• Carries out transactions in VISION pertaining to travel.
• Develops capacity of staff for processing travel authorization, requesting transport.
• Support the coordination of staff transport and management of the fleet and drivers where necessary.
• Provide inputs into discussions on efficiency, coordination with other UN agencies and systems development

Invoices 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.

  Monitoring and coordination

• Monitors travel certification and report back to management.

• Monitors travel expenditures by traveler and category of travel and produces reports using the Travel Dashboard, VISION and other tools, for management information and decision/follow up.
• Ensures travel procedures are followed to ensure trips are correctly categorized, charged and expenses.
• Coordinates with and provides support to sections planning meetings and events which may involve travel, transport, conference bookings etc.
• Liaises with budget focal points and section over costs and needs.
• Other duties as required, related to travel, and transport.

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

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 6 years of relevant administrative or clerical work experience is required.
• Experience in Travel management is required.
• Fluency in French is required. Good working knowledge of English and local language is considered an asset.

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust, 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. For this position, eligible and suitable female are encouraged to apply.

General Service Staff are recruited locally. Candidates must be in possession of an existing work permit or resident/citizen of Haiti to be considered eligible for this post. Please note that General Service (GS) staff are locally recruited staff and therefore, candidates are personally responsible for any travel and accommodation arrangements.

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.