Administrative Assistant, G-5, TA (364 days), # 127062, Purpose Marketing & Brand Building, PSFP, PFP, Geneva, Switzerland

Under the supervision and guidance of the supervisor, the Administrative Assistant 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.

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.

UNICEF’s Division of Private Fundraising and Partnerships (PFP) has ambitious goals to deliver on income and influence. A key driver of increased income is a brand that is well positioned, through marketing, for fundraising. A key strategy to deliver that is through consistent and well-planned marketing activities.

For every child, a Champion

Under the supervision and guidance of the supervisor, the Administrative Assistant 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?

Budget Monitoring

• 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. 
• Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring program grants. 

Human Resources

• Supports drafting vacancy announcements for positions within his/her office for review by the supervisor to help attract ideal candidates.
• Liaises with candidates in the various stages of the recruitment process.
• Coordinates the scheduling of interviews and technical assessments.

 Office Planning & Project Management

• Ensures the availability of timely, complete, and accurate information and data for preparing section work plans and project management plans.
• Helps ensure timely compliance with agreed deadlines.
• Acts as a focal point in the review of the completeness of data reports.

 Procurement 

• Supports managers in the process of PCA/SSAs in line with SD & DHR policies and guidance.
• Facilitates the processing of contracts for individual and institutional vendors, consultants, and external partners. This includes preparing documents, completing forms and templates, uploading TORs 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 team to enhance the efficiency, timeliness, and transparency. 
• Manages incoming and outgoing correspondence, e-mails, and telephone calls.
• 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, including WeShare.
• Leads the update and maintenance of the team’s SharePoint pages as per the supervisor’s guidance.

Calendar/Meetings/Correspondence/Events Management

• Maintains office calendar and arranges meetings.
• Takes minutes of meetings, ensuring accuracy, attention to detail, and coherence. 
• Leads logistical arrangements, through engaging with facilitators, caterers, and hosts. 
• Arranges times by liaising with participants over availability.
• Liaises with budget focal points and section over event/meeting 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 the team 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. 
• Assists in the preparation of travel budgets and maintains travel plans and budgetary control records.
• Monitors travel certification and reports back to the team.

 Invoice Processing

• Collects invoices, files documents for approval and, thereafter processing in VISION.
• Uploads electronic files and verifies results to the destination system.
• Responds to vendor transaction status and other inquiries.

Supplies/Equipment

• Supports the management of administrative supplies, visibility items, office equipment, and updating inventory of items.
• Arranges for the purchase and timely distribution of office supplies, visibility items, campaign assets, etc.…

Attendance

• Maintains and updates a system that keeps stock of the team’s whereabouts.

DELIVERABLES:

• Budget tracking sheets.
• Team recruitment tracking sheets.
• Invoice tracking sheets.
• Procurement tracking sheets.
• All other deliverables related to the tasks listed above.

Estimated Duration of the contract

• 364 days

Reporting To:

• Marketing Manager (Planning) – PFP – PSFP.

Working Place:

• Geneva, Switzerland

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 5 years of relevant administrative or clerical work experience is required.
• Training and experience using MS Word, Excel, and PowerPoint is required, and other UNICEF software such as SharePoint and WeShare is an asset.
• In-depth knowledge of UNICEF organizational structure, administrative policies, and procedures is an asset.
• Organizational, planning, and prioritizing skills and abilities are required.
• Ability to deal patiently and tactfully with vendors and partners.
• High sense of confidentiality, ethics, initiative, team spirit, and good judgment is required. 
• Ability to work effectively with people of different national and cultural backgrounds. 
• Experience in SAP (known as VISION) is an asset.
• UN/UNICEF experience is an asset.

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.

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...

• 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)
• Drives to achieve impactful results (1)
• Manages ambiguity and complexity (1) are required.

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 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.

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 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:

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government 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.

General Service Staff are recruited locally. Candidates must be in possession of an existing work permit or be a resident/citizen of Switzerland and/or a commuting area to be considered eligible for this position.

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