Organization: UNICEF – United Nations Children’s Fund
Location: Nairobi
Grade: Level not specified – Level not specified
Occupational Groups:
Operations and Administrations
Closing Date: 2024-06-04
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.
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, Support
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.
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
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 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 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 by liaising with participants over availability.
Liaises with budget focal points and sections 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 the 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 the 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 for 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 the destination system.
Responds to client transaction status and other inquiries.
Supplies/Equipment
Supports management of administrative supplies, and 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 that 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, bilateral and multi-lateral institutions, and national governments to organize meetings, workshops, and conferences. Communications involve the exchange of information across 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: Download File Administrative Associate G6.doc
To qualify as an advocate for every child you will have…
The following 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.
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
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 benefits to our staff, including 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.