Administrative Associate (Port Sudan) – UNICEF

Job Description

Job no	573303
Contract type	Fixed Term Appointment
Location	Port Sudan
Level	G-6
Categories	Administration
Advertised	09 Jul 2024 E. Africa Standard Time
Deadline	23 Jul 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 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.

How can you make a difference? 

III. Key functions, accountabilities and related duties/tasks

Transport Management

• Ensure effective and optimum vehicle dispatching services by managing the online Humanitarian Booking Hub and assigning vehicles and drivers accordingly.
• Coordinate and monitor transport operations and services between the Country office and field offices, including routing, mission coordination and tracking of vehicles.
• Manage the fleet of vehicles, ensuring regular maintenance and service to minimize downtime and maximize efficiency. Ensure that vehicle logbooks are orderly maintained and UNICEF corporate vehicle use compliance standards are fully met.
• Monitors Insurance of all UNICEF SCO vehicles and maintains clear record and timely renewals of insurance certificates.
• Plan, organize, and manage the work of drivers to ensure that the work is accomplished in a manner consistent with organizational requirements and procedures.
• Conduct regular performance reviews for drivers and provide feedback to improve their  performance.
• Participate in driver recruitment panels for the CO and the field offices.
• Maintain accurate records of vehicle inspections, maintenance, and repairs.
• Monitor fuel consumption and ensure timely ordering and dispensing whiling implementing  measures to reduce costs.
• Ensure compliance with all UNICEF and local transportation-related regulations, including those related to safety and environmental standards.
• Implement safety protocols and training for drivers to ensure the safety of drivers and passengers.
• Investigate accidents and incidents, providing reports and recommendations for prevention

Budget Monitoring (specialized)

· 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.

· Provides support on budget revision/preparation, implementation status, determination position

of funding utilization, operational, and financial closure.

· Prepares and maintains records, documents and control plans for the budget monitoring of

project/programme implementation.

· Carries out transactions in VISION pertaining to grants for his/her section such as registering

grant allotments and tracking expiring programme grants.

Human Resources (specialized)

· Drafts vacancy announcements for positions within his/her office for review by supervisor to help

attract ideal candidates.

· Ensures timely and efficient screening of applications for minimum eligibility, taking into account

qualifications, competencies, and post requirements.

· Liaises with candidates in the various stages of the recruitment process.

· Coordinates the scheduling of interviews and technical assessments.

· Records and maintains recruitment files, ensuring all necessary documentation has been

prepared.

· Monitors life-cycle of recruitment process to update supervisor as necessary.

Office Planning & Project Management (specialized)

· 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. · Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information.

Procurement

· Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR.

· Facilitates the processing of contracts for consultants and external partners that 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, partners, and consultant rosters.

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. Calendar/Meetings/Correspondence Management ·

Maintains office calendar and arranges meetings

· Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.

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 maintain 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 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.

· Arranges for the purchase and timely distribution of office supplies.

Attendance

· Maintains and updates a system which monitors the absence of staff.

IV. Impact of Results

In addition to the impact at the GS-5 level, a G-6 staff member is predominantly accountable for applying a broad range of specialized administrative rules and procedures in the coordination of administrative support to the team served. Efficiently initiating, monitoring and ensuring the provision of administrative services allows the professional staff of the organization to focus on substantive core work. This may include supervisory responsibilities with accountability for the work of administrative assistants, temporary staff and/or consultants. Administrative Associates represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests. External contacts include counterparts in international organizations, bi-lateral and multi-lateral institutions and national governments to organize meetings, workshops and conferences. Communications involve the exchange of information across the UNICEF at the most senior levels and externally to governing body representatives.

If you would like to know more about this position, please review the complete Job Description here: Administrative Associate G6_Transport SUD24012.doc

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 6 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

ii) Core Competencies (For Staff without Supervisory Responsibilities) *

§ 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: 09 Jul 2024 E. Africa Standard Time
Deadline: 23 Jul 2024 E. Africa Standard Time