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Temporary Appointment (364 days) Administrative Assistant, G-5, Public Partnerships Division,London, UK

Apply now Job no: 529943
Work type: Temporary Appointment
Level: G-5
Location: United Kingdom
Categories: G-5

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.

For every child, hope . . .

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.


How can you make a difference?

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.

For every child, hope . . .

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.


How can you make a difference?

Under the supervision and guidance of the Senior Advisor, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.

The Administrative Assistant is accountable for procedural and some specialized communications, operational and administrative support services.

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.
• Draft relevant letters and materials and support in follow up on meetings.

Office Planning & Project Management

• 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.

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.

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

  • Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work. 
  • A minimum of five (5) years of relevant experience in administrative or clerical work is required.
  • Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
  • Thorough knowledge of UNICEF administrative policies and procedures is an asset.
  • 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.
  • Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is an asset.


For every Child, you demonstrate...

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

The functional competencies required for this post are...

Core Values

  • Care
  • Respect
  • Integrity
  • Trust
  • Accountability

Core competencies

  • Communication (I)
  • Working with people (II)
  • Drive for results (I)

Functional Competencies:

  • Analyzing (I)
  • Learning and Researching (I)
  • Planning and organizing (I)
  • Following Instructions and Procedures (I)

 

View our competency framework at:

http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

 

Remarks:

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

   

 

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Applications close: GMT Standard Time

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