Vacancy Announcement: Administrative Associate (Facilities Management), G-6, Fixed Term Appointment, New Delhi, India, Post Number 14754

Senior Admin

Overview

Provide administrative and facilities management support for UNICEF operations.

You 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 work experience is required.
• Work experience in a fairly large organization in handling premise/building maintenance related activities will be desirable.
• Fluency in English is required.
• Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.
• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint is required.
• In-depth knowledge of UNICEF organizational structure, administrative policies and procedures.
• High sense of confidentiality, initiative, and good judgment required.
• 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.

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. More about G-6 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.

Click here to learn more about what makes us proud working for UNICEF!

How can you make a difference?

If you are a committed, creative professional and are passionate about making a lasting difference for children in the world's thereby ensuring a better future for every child, this is the chance to make a difference.

For Every Child, AN ADVOCATE...

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 Administrative Associate (Facilities Management) is accountable for both specialized and procedural communications, operational and administrative support services for the Office.

Purpose of the job:

Under the supervision and guidance of the Administrative Officer, the Administrative Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

Major duties and responsibilities:

Office Premise & Facilities Management (specialized)

• Ensure efficient management and running of office premise and facilities in utmost compliance with environmental/greening norms and adhering to the Energy Performance Index (EPI) standards. Emphasis will be to focus on SMART management of facility using technology as enabler e.g., Building Management System (BMS) thereby ensuring optimum utilization of resources, compliance with energy conservation norms leading to reduction of carbon footprint.
• Ensure UNICEF premise comply with International Accessibility norms and making necessary facilities available for people with special abilities.
• Ensure general maintenance, hygiene and cleanliness of the office premises adhering to the environmental standards. Oversee and monitor contracts for housekeeping services, maintenance services, scrutinize and check correctness of bills for contracted services.
• Ensure all electrical equipment and machinery are safe against fire and other risk hazards. And relevant fire and electrical safety standards needs to be complied in the office preventing damage to office property and personnel.
• Responsible for proper operation of all electrical equipment ensuring energy efficiency and maintenance of AC Plant, Hydro pneumatic System, power supply system, FCUs etc. in close co-ordination with contractors.
• Co-ordinate plumbing/electrical/carpentry services, attend to complaints, provide connections for new equipment. Maintain logbook/job work order and monitor status of equipment.
• Provide guidance to contracted agency for maintenance/landscaping of office garden, including selection of seeds, plants, indoor plants etc. for the office.
• Oversee the management of the incoming and outgoing mail including its distribution within and outside the office.
• Ensures the availability of timely, complete, and accurate information and data for preparing section work plans and project management plans.
• Undertakes basic research and performs comparative analysis of project/programme related data.
• Monitors project implementation against established milestones and makes recommendations to improve performance. Helps ensure timely compliance with agreed deadlines.

Procurement

• Facilitates the processing of contracts for contractors, consultants, and external partners (as and when required) to 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 and rosters.

Communications & Workflow

• Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
• 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.

Events/Logistics

• Responsible for upkeep of conference and Meeting rooms and ensure availability of required facilities. Make arrangements for official functions/events to be held in the office premises.

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

• Responsible for providing indents for supply of maintenance spare parts and consumables, cleaning material, garden supplies, ensure their proper storage, distribution and replenishment.
• 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.

Nurture and Supervise

• Expected to supervise the work of direct reports in the unit and provide guidance, review of assignments, trainings, and performance appraisals

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 6 years of relevant administrative work experience is required.
• Work experience in a fairly large organization in handling premise / building maintenance related activities will be desirable.

Language Requirements:

• Fluency in English is required.
• Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Skills:

• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
• In-depth knowledge of UNICEF organizational structure, 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 and to provide guidance to more junior support staff.

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…

• Nurtures, Leads and Manages People (1)
• Demonstrates Self Awareness and Ethical Awareness (2)
• Works Collaboratively with others (2)
• Builds and Maintains Partnerships (2)
• Innovates and Embraces Change (2)
• Thinks and Acts Strategically (2)
• Drive to achieve impactful results (2)
• Manages ambiguity and complexity (2)

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.

UNICEF is committed to promoting the protection and safeguarding of all children.

Remarks:

• This position is based in New Delhi (India).
• The vacancy is open to Indian Nationals only.
• Selected applicants will have an initial two (2) year fixed-term contract, with the possibility of extension subject to satisfactory performance.
• Only shortlisted candidates will be notified and advance to the next stage of the selection process, which involves various assessments.
• UNICEF only considers higher educational qualifications obtained from an institution accredited / recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/.

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

  For more information about UNICEF India, please refer to the link below: - http://unicef.in/

Apply now

Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: unicef.org