Vacancy Announcement: Admin Assistant GS5 (Post # 122190), in Business Innovation and Support (BIS), Global Shared Services Centre (GSSC), Budapest, Hungary

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. More about G-5 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, results.

We are committed, passionate, and proud of what we do. Promoting the rights of every child is not a job, it’s a calling.

UNICEF’s Global Shared Services Centre (GSSC) provides services to UNICEF offices around the world in the areas of Finance, Master Data Management, Human Resources Administration, Payroll, and IT Customer Care.

Our mission is to be a Centre of Excellence for the global delivery of efficient services within a culture of customer service, continuous business improvement, knowledge-sharing and innovation to support the effective achievement of UNICEF's programme results worldwide. ​

GSSC has won the 2019 Business Services Firm of the Year in Hungary, 26 regional awards announced at the Central and Eastern European Business Services Summit & Awards held in Warsaw, Poland.

Please visit our UNICEF GSSC page

How can you make a difference?

UNICEF GSSC is looking for talented Administrative Assistant who provides overall administrative support services to the Chief of Business Transformation (Business Innovation and Solution) and operational support to the section, ensuring accurate and timely delivery of services and promoting a client-based, quality and results orientated approach, while ensuring compliance with UNICEF HR rules and regulations.

Key functions, accountabilities, and related tasks

Administrative Assistance:

• Manage Section Chief’s Calendar & schedule meetings & Events. Organize meeting requirements, both internal (individual/Units/Section) and external and take minutes and /or notes at meetings.
• Receive, screen, and log incoming/outgoing documents/correspondence along with the necessary background information. Work closely with the central administrative unit for infrastructure / logistic related support.
• Work closely with HR Operations team to schedule interviews, follow up on hiring and maintain the vacancy report for the section managers. Maintain a computerized reporting system for effective monitoring and follow- up purposes.
• Collaborate with Director’s office and across functional offices at GSSC for project & program meetings and discussions.
• Maintain proper filing/archiving system of the documents processed by the Unit.
• Maintain time and attendance records for the Unit by ensuring the leave and attendance records are up to date. Adjust time and attendance in Vision for staff members when required.
• Prepare, follow up and process administrative requests/documents. Assist staff in completing the e-SAF forms etc.

Program Assistance:

• Maintain Confidentiality and demonstrate high standards of integrity and sensitivity.
• Prepare draft correspondences, reports and presentations for Section’s management team review.
• Identify complex or sensitive subjects, and contacts, for special treatment as well as priority issues that need to be brought to the Section Chief’s attention.
• Keep abreast of activities of importance, latest policies, procedures and organizational changes affecting the Centre.
• Follow up on the preparation by staff of reports, correspondence, briefing notes and other documents for the supervisor’s reference.

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

Education:

Completion of secondary education (high school diploma) is a minimum requirement, supplemented with university level courses in business administration is an asset.

Experience:

• Five years of relevant work experience in administrative assistance is required. A completed university degree from an accredited institution will be counted toward the minimum work experience requirements.
• Strong technology orientation with proficiency in Microsoft Suite of Products (MS Word, MS Excel and MS PowerPoint) is required.
• Experience in planning, organizing and delivering administrative support services is required.
• Strong team player with the willingness to go over and beyond the call of duty and being solution oriented is required.
• Experience with a development organization with knowledge of UN and UNICEF'S rules, regulations and procedures is an asset.
• Fluency in English (verbal and spoken) required
• Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish), or local language of the duty station, is considered an asset.

For every Child, you demonstrate…

UNICEF’s core values of Care, Respect, Integrity, Trust and Accountability and the following core competencies:

• Building and maintaining partnerships
• Demonstrates self-awareness and ethical awareness
• Drive to achieve results for impact
• Innovates and embraces change
• Manages ambiguity and complexity
• Works collaboratively with others

To view our competency framework, please visit: https://uni.cf/Competencies

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

As an advocate for every child, you will receive

• A competitive salary which is exempted from paying national income taxes in Hungary on United Nations emoluments. Access here the UN Salary Scale for Hungary, and here a salary calculator for simulation.
• Holidays and leave, including 30 days of annual leaves per year
• Parental leave
• Dependency allowance
• United Nations sponsored medical insurance plan
• Pension plan
• Optional life insurance plan
• Access to professional development and learning programs, online learning and learning path
• Access to staff well-being support
• Access to career development support

Please visit Compensation and Benefit site on UNICEF Career page

General Service (GS) staff are locally recruited staff and therefore, candidates are personally responsible for any travel and accommodation arrangements. UNICEF does not facilitate MFA accreditation for locally recruited staff.

Applicants must be nationals of EU countries or in possession of a valid work permit. Please attach a copy of your work permit to your application submission.

Remarks: Requirement for internal applicants

Internal applicants from GSSC are required to complete the courses of Learning Paths that are identified as essential when applying to the level of this post. Please visit the L&D Portal Learning and Development (sharepoint.com) for more information.

UNICEF's Competency Framework here.

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

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 A diverse and inclusive workforce 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 Compensation and benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation 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 will be required to provide additional information to conduct a background check.

UNICEF appointments are subject to medical clearance. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (COVID).

This VA is open to all (internal and external candidates).