Vacancy Announcement: (Fixed-Term) Administrative Associate, GS-6 Level, Ha Noi, Viet Nam (for Vietnamese Nationals)

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 1,719 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.

https://www.unicef.org/vietnam/

For every child, business partner

Job organizational context:

Viet Nam is part of the global UN ‘Delivering As One’ reform initiative, whereby Viet Nam has agreed to capitalize on the strengths and comparative advantages of the different members of the UN family and look at ways to increase the UN system’s impact. In Viet Nam, the initiative brings together the expertise, experience and capacities of all UN agencies in the country to provide more coordinated and effective assistance.

The Operations function is a strategic Business Partner role within the Senior Management Team, assuring the best use of UNICEF assets in alignment with sound management practices, office priorities and goals to deliver results for children.

How can you make a difference?

Purpose for the job:

Under the direct supervision of the Deputy Representative (Operations), the Administrative Associate undertakes administrative management support services in a country office. The incumbent assists in ensuring efficient and cost-effective administrative support services, providing guidance to administrative staff as well and supporting staff in office administrative assignments. He/she ensures the office’s administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations. How can you make a difference?

Key functions, accountabilities and related duties/tasks:

1. A****ppropriate and consistent interpretation and application of administrative policy and procedures timely implemented to support operations at the country and sub-country levels

- Travel management: settlement of entitlements, air ticket arrangement and payment, coordination of car rental, eTools-Travel module monitoring, policy updates for staff and SOP, reporting on travel costs/trends/TA closures.

- Fleet management: supervision of drivers, transportation for staff to meeting venues, maintenance of vehicles.

- General administration: settlement of administrative costs (workstations, pouch, communication, insurance, taxi, fuel, etc.); manage workstations; coordination with CBO on premises, assets, protocol paperwork; logistics support for office-wide events.

- Keeps supervisor abreast of potential problem areas, prepares reports on administrative matters as required.

2. Budget preparation and implementation are properly administered in the area of administrative management and services

- Assists supervisor in preparing estimates of office budgets applicable for administrative costs and maintains necessary budgetary control records.

3. Administrative support is timely and effectively provided, and security arrangements are well established for enhanced safety and security

-Assists Dep Rep Operations in administrative areas.

- Assists Dep Rep Operations in implementing security related activities including acts as Alternate Security Focal Point.

4. Property management and maintenance is ensured effectively

- Supports the procurement, receipt, tagging, use, maintenance and disposal of office equipment, vehicles and administrative supplies.

- Assists supervisor in Property Survey Board submissions, prepares minutes of meetings and assists in executing PSB recommendations approved by the Head of Office.

- Monitors and supervises adequate and appropriate use of supplies.

5. Act as alternate for the Snr. Supply Associate as and when required

- Responsible for covering the tasks for the Senior Supply Associate during his/her absence and assists the Dep Rep Operations on any Supply related duties.

6. Partnership, coordination and collaboration: Support effective working relations with other agencies, local authorities and implementing partners on issues relating to administrative matters through information exchange, collaboration, and harmonization.

- Cooperates with other UN agencies in the UN reform initiatives (e.g. common services and premises, common LTAs, etc.).

7. Advocacy and implementation of Eco-efficiency and inclusive agendas

- Compile data and update the EFAAT platform quarterly.

- Advocate and facilitate green initiatives.

- Acts as member of the Climate Change Working Group.

8. Performs any other duties and responsibilities assigned as required

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 or clerical work experience is required.

Language Requirements:

- Fluency in English is required. Knowledge of another UN language is considered as an asset.

Required 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 values of Care, Respect, Integrity, Trust, and Accountability (CRITA).

Core Competencies

- Demonstrates Self Awareness and Ethical Awareness (1)

- Works Collaboratively with others (1)

- Builds and Maintains Partnerships (1)

- Innovates and Embraces Change (1)

- Thinks and Acts Strategically (1)

- Drive to achieve impactful results (1)

- Manages ambiguity and complexity (1)

Functional Competencies:

- Analyzing (1)

- Learning and Researching (1)

- Planning and Organizing (1)

- Following Instructions and Procedures (1)

To view our competency framework, please visit here.

Click here to learn more about UNICEF’s values and competencies.

What we can offer you? Our staff are offered attractive salary and excellent package of benefits:

Competitive salary: Ranging from USD19,611 (net annually), depending on qualifications and experience.

Pension benefits: You will become a participant in the United Nations Joint Staff Pension Fund (https://www.unjspf.org)

Health insurance scheme: You and your eligible dependents will be covered by the UN Medical Insurance Plan (https://www.un.org/insurance/plans/medical-insurance-plan-mip)

Professional Development: The encouragement of professional development for all staff is one of UNICEF’s core values and we put this into practice through various services and initiatives. You will have different learning opportunities to strengthen your skills and competencies.

Be part of the United Nations: As an International organization that is part of the United Nations system, you will be considered an International Civil Servant and you will have career opportunities inside and outside the country.

Quality working conditions:

• The workplace and working conditions are a huge asset for all UNICEF employees. Our staff are working in the Green One UN House- the first building in Viet Nam to be awarded gold LOTUS certification from the Viet Nam Green Building Council for efficient and environmentally sustainable use of resources and operations.
• We offer flexible working arrangements: flexible working hours, compressed work schedule, teleworking, job sharing.
• We provide different types of leave to allow for rest and relaxation as well as unforeseen events like illness: annual leave, parental leave up to 24 weeks, sick leave and special leave.
• We provide support for pregnancy and breastfeeding (time off from work during the day for the purpose of breastfeeding infants or expressing milk. A private room and a refrigerator for storing milk are available in the office)
• We also provide mental well-being/ psychological support.

Qualified candidates are kindly requested to apply and upload the following documents to the assigned requisition in UNICEF Vacancies: https://www.unicef.org/about/employ/

1. Letter of Interest
2. CV/UN Personal History Form P 11 form.doc

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

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 also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. 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:

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

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 is committed to promote the protection and safeguarding of all children. This position is not considered an elevated risk role. However, UNICEF reserves the right to conduct further vetting/assessment within the scope of child safeguarding as appropriate.

https://vietnam.un.org/en/86207-announcement-time-hire-un-agencies-viet-nam-national-positions

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