Administrative Assistant, (G-4), Temporary Appointment, No. 00122910, Havana, Cuba
Job no: 557443
Contract type: Temporary Appointment
Duty Station: Havana
Categories: Adolescent Development, Child Protection, Education, Gender Development, Health, HIV/AIDS, Nutrition, WASH (Water, Sanitation and Hygiene), Emergency, Early Childhood Development, Programme Management, Social and Behavior Change, Health and Nutrition, Research, Planning, Monitoring and Evaluation
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, deliver
Strategic office context :
Cuba Program Priorities and Partnerships
The program is aligned with three of the four results of the Framework of United Nations Cooperation for Sustainable Development 2020-2024 and with the goals and objectives of the 2030 Agenda for Sustainable Development. The program will be implemented through strategic partnerships with the Government national and territorial level, academic institutions, civil society organizations civilian and other United Nations organizations, under the direction and coordination of the Cuban Ministry of Foreign Trade and Foreign Investment.
Cuba program will focus on three priority areas, identified in consultation with national entities and that will be aligned with the National Development Plan Economic and Social until 2030, the Sustainable Development Goals and three of the five goals of the UNICEF Strategic Plan 2018-2021:
• Every child survives and thrives
• Every child learns
• Every child is protected from violence and the exploitation and
• Program effectiveness
The Administrative Assistant at the GS-4 level reports to Programme Manager; therefore, the scope of key results is limited to the organizational unit. The Administrative Assistant provides support in the application of established rules and procedures as well as in typical, non-specialized support work. Key performance indicators include the timely and accurate performance of assigned activities.
In terms of communication, She/He is accountable for the exchange of routine, and less frequently non-routine, information with counterparts within UNICEF. Routine exchange of information outside of the team includes arranging travel and/or procurement and information technology support.
How can you make a difference?
Under the supervision and guidance of the supervisor the Programme Manager, the Administrative Assistant, at G-4 level, is responsible for executing a broad variety of routine tasks for the respective unit, including full support in context of emergency, requiring full knowledge of UNICEF administrative procedures, processes and policies.
Key functions, accountabilities and related duties/tasks
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.
- Support and/or establish communications with the corresponding authorities as indicated: national (MINCEX and Implementing Partners), provincial governments and local (municipal authorities).
- Coordinate with the Communications area to implement the corresponding visibility actions on the arrival of supplies and activities in the field.
- Maintains office calendar and arranges meetings.
- Takes minutes of meetings and keep the correspondence of the unit well organized.
- 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.
- 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 maintains travel plan and budgetary control records.
- Monitors travel certification and report back to the team.
Invoice Processing and budget implementation
- 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.
- Ensure the implementation of POs.
- Follow-up of funds remaining at PO closure.
- Report the balance of funds to take action.
- Follow up on the efficient implementation of the remaining budget items with periodic analysis and review of the implementation status of the overall budget.
Purchase of supplies
- Follow the critical path of the SOs, including monitoring in collaboration with the Operation Office of tender processes, analysis of bids and proposal for defining the winning bid.
- Support the Programme Officers in defining new supplies or increasing quantities of current items, carrying out SO and following up on the specified critical path.
- Follow up on supplies from arrival to the country to delivery to beneficiaries.
- Verify with the corresponding authorities the delivery of supplies to institutions and communities (final beneficiaries).
- Support field visits (to institutions and beneficiary communities) of the donor and UNICEF’s Programme Officers to monitor the implementation of the interventions.
To qualify as an advocate for every child you will have…
- Education: Completion of secondary education is required ( Cuba nivel medio superior), preferably supplemented by technical or university courses related to the field of work.
- Experience: A minimum of 4 years of relevant administrative or clerical work experience is required.
- Developing country work experience and/or familiarity with emergency is considered an asset.
- Languages: Fluency in Spanish and working knowledge of English is required.
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: https://uni.cf/UNICEFValues
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.
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 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, 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 is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, 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’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable persons with disabilities are encouraged to apply.
Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
UNICEF appointments are subject to medical clearance. Appointments are also 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.
Advertised: Eastern Standard Time
Deadline: Eastern Standard Time