Administrative Assistant, GS-5, #00131827, Temporary Appointment, (364 days), Nekemte, Oromia Region, Ethiopia (For Ethiopian Nationals Only)
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Job no: 579857
Contract type: Temporary Appointment
Level: G-5
Location: Ethiopia
Categories: Administration, Facilities Management
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, Dedication
How can you make a difference?
Key functions, accountabilities, and related duties/tasks
1. Asset/Supplies/Equipment
- Supports management of administrative supplies, office equipment, and updating inventory of items.
- Ensures that services and maintenance of premises are in accordance with organizational standards.
- Monitors and supervises adequate and appropriate use of Asset/supplies.
- Arranges for the purchase and timely distribution of office supplies and maintaining office equipment.
- Ensures that services and maintenance of premises and equipment are in accordance with organizational standards.
- Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques. • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Manage all fleets assigned for the out-post office and supervise drivers of the outpost office.
2. Procurement/Invoice processing
- Facilitates the processing of low value PO for procurement of service and goods. This includes preparing and filing documents, completing necessary forms and templates, and making necessary logistical arrangements.
- Maintains up-to-date vendor lists, partners, and consultant rosters.
- Process of payment 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.
3. 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.
4. Calendar/Meetings/Correspondence Management
- Maintains office calendar and arranges meetings.
- Takes minutes of Ops meetings, ensuring accuracy, attention to detail and coherence.
5. Events/Logistics
- Supports the logistical arrangements, through engaging with facilitators, caterers, and hosts.
- Arranges times through liaising with participants over availability.
- Liaises with budget focal points (Ops) and section over costs and needs.
- Prepares and maintains agendas on meetings and events related to the work group commitments.
6. Reporting
- The Administrative Assistant will directly report to Senior Administrative and finance Associate.
To qualify as an advocate for every child you will have…
Minimum requirements:
Education: 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 administrative or clerical work experience is required.
*** A first level university degree (Bachelor's) in a related field will be considered in lieu of two (2) years of required related work experience.
***An advanced university degree (Master’s) in a related field with no experience will be considered in lieu of the required related work experience.
Skills:
- Training and experience using MS Word, Excel, and PowerPoint.
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knowledge of integrated management information systems required.
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Ability to deal patiently and tactfully with visitors.
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High sense of confidentiality, initiative, and good judgment.
Language Requirements:
- Fluency in English is required.
- Knowledge of another official UN language (French, Spanish, Arabic and Russian), Oromiffa and Amharic as a local language is an asset.
Desirables:
- Developing country work experience and/or familiarity with emergency.
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 (1)
(2) Demonstrates self-awareness and ethical awareness (1)
(3) Drive to achieve results for impact (1)
(4) Innovates and embraces change (1)
(5) Manages ambiguity and complexity (1)
(6) Thinks and acts strategically (1)
(7) Works collaboratively with others (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 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.
UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable female candidates and persons with disability 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.
Visa residence requirements: i.e.: UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for positions at the national officer and general service category.
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.
Advertised: E. Africa Standard Time
Deadline: E. Africa Standard Time