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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, 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? 

Purpose for the job:

Under the supervision and guidance of the supervisor, the Administrative Associate is responsible for executing a wide variety of financial, procedural, and specialized administrative tasks for the respective section, which require in-depth knowledge of UNICEF administrative procedures, processes, and policies.

Budget Monitoring & Management (specialized) 

1. Effective management of EMOPS budgets, e.g., institutional, ORE/ORR and Global Thematic Humanitarian (GHTF) administered by the EMOPS division, including regular monitoring and preparation of internal reports.

2. Budget monitoring and management of EPF and CERF funds by: -

• Coordinating with the Division of Administration and Financial Management (DFAM) on releasing the funds to COs/ROs.
• Prepare and share the Emergency Programme Fund (EPF) status with the HFSS Section.
• Prepare draft correspondence for the Directors of PD, PPD, and DED to approve the disbursement of EPF funds. The message should include the status of the country's financial information, reimbursement history, reimbursement plan, and EPF funding summary status. Then, share the message with the HFSS Section for review.
• Draft EPF reimbursement reminder notes to COs/ROs for dissemination by the EMOPS Director.
• Prepare monthly EPF financial status reports for senior management, the HFSS unit, and the Director's office to support decision-making.
• Prepare HFSS end‐year EPF closure memo report to be submitted to DFAM by the EMOPS Deputy Director.
• Provide input to Audit Reports for EPF-related activities.
• Provide input to the Annual Regular Resources Report organized by PFP (private fundraising and partnership section, Geneva).
• Assist the HFSS unit in providing funding information for emergency countries to be considered for underfunded allocation by OCHA twice a year.
• Assist the HFSS unit in providing funding information for the CERF Annual Report organized by the CERF Secretariat.

3. Coordinate with all EMOPS sections to provide approved budget code, grant number, funding status, and financial statements.

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 a 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 the focal point in reviewing the completeness of data reports with key monitoring and evaluation information.

Invoice Processing

• Responsible for receiving invoices from all EMOPS sections for payment, approval, and processing in VISION in line with the approved AWP budget.
• Uploads electronic files and verifies results to the destination system.
• Responds to client transaction status and other inquiries.

Procurement

• Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by the Field Results Group (FRG), Supply Division (SD), and the Division of People and Culture (DPC).
• Raise purchase requisitions/create PCMs (procurement case managers) for contracts per applicable policies, procedures, rules, and regulations and follow up for completion.
• Facilitate the processing of consultant contracts in coordination with the Central Service Center (CSC) division for further processing and follow-up.
• Maintains up-to-date vendor lists, partners, and consultant rosters.

Travel

• Responsible for raising travel arrangements and entitlements based on the organization’s rules and policies for operations staff using an approved budget code and ensuring that the organization obtains the best service and price for all travel. Liaise with the Central Service Center (CSC) and Global Shared Service Centre (GSSC) travel office for further processing and follow-up.
• Briefs/de-briefs staff members on related administrative matters such as visas, security clearance, and documentation procedures.
• Assists in preparing budgets for travel costs and maintains travel plans and budgetary control records.

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 about 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 logistical arrangements and engaging with facilitators, caterers, and hosts.
• Arrange times by 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 for meetings and events related to the work group's commitments.

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

Minimum requirements:

• Education: Completion of secondary education is required, and preferable supplemented by first university degree in Business Administration, Finance, or related field.
• Work Experience: A minimum of 6 years of relevant budget & financial management, administrative, and 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.

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…

(1) Builds and maintains partnerships

(2) Demonstrates self-awareness and ethical awareness

(3) Drive to achieve results for impact

(4) Innovates and embraces change

(5) Manages ambiguity and complexity

(6) Thinks and acts strategically

(7) Works collaboratively with others 

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:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

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.

Visa residence requirements: i.e., UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for positions in the general service category.

Candidates who have already submitted applications do not need to resubmit them. We will review all existing applications as part of the selection process.