Administrative Assistant (Port Sudan) – UNICEF

Job Description

Job no	575559
Contract type	Temporary Appointment
Location	Port Sudan
Level	G-4
Categories	Programme Management
Advertised	18 Sep 2024 E. Africa Standard Time
Deadline	02 Oct 2024 E. Africa Standard Time

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, deliver 

II. 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 Associate at the G-6 level can be used in any UNICEF

office, as the administrative focal point for a section that is not part of the office’s administration section.

The Administrative Associate is accountable for both specialized and procedural communications,

operational and administrative support services.

Purpose for the job:

Under the supervision and guidance of the supervisor, 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.

The efficiency and effectiveness of the support provided by the administrative assistant to the development, implementation and monitoring of programs/projects facilitates the delivery of concrete and sustainable results for the respective section, which in turn enhances the offices and UNICEF’s capacity in helping the most vulnerable women and children.

How can you make a difference? 

III. 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.
• Carries out transactions in VISION ensuring registering grant allotments, tracking expiring programme grants as well as programme results, activities and programme coding are as per annual work plans (AWPs), and makes amendments and alterations as per section revisions when necessary.
• Monitors and tracks the efficient distribution of supplies that are required for effective programme delivery.
• Researches, analyzes, verifies, synthesizes and compiles qualitative and quantitative data and information from a variety of sources on subject matters relevant to the work of the section to facilitate preparation of reports, working papers, and presentations. 
• Support compiling project documents, work plans, budgets, proposals on implementation arrangements.
• Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.

  Calendar/Meetings/Correspondence Management

 Maintains office 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.

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

 Supports management of administrative supplies, office equipment, and IEC materials updating inventory of items.

• Monitors and controls the IEC materials production and dissemination.
• Arranges for the purchase and timely distribution of office supplies.

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

Minimum requirements:

VII. Recruitment Qualifications
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 is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset

VI. 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

The UNICEF competencies required for this post are…

i) Core Values

· Care

· Respect

· Integrity

· Trust

· Accountability

· Sustainability

• 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)

Familiarize yourself with our competency framework and its different levels.

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 measures to include a more diverse workforce, such as paid parental leave, time off for breastfeeding purposes, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF does not hire candidates who are married to children (persons under 18). 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 promoting the protection and safeguarding of all children. All selected candidates will 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 appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable female are encouraged to apply.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions 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. 

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.

Advertised: 18 Sep 2024 E. Africa Standard Time
Deadline: 02 Oct 2024 E. Africa Standard Time