Administrative Assistant, GS-5 (Post # 122225), in Operations Global Shared Services Centre (GSSC), Budapest, Hungary

UNICEF GSSC is seeking a highly dedicated individual with structured, service-oriented mindset and experience in Administration/Operations to join GSSC’s Operations Section.

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, a calling.

We are committed, passionate, and proud of what we do. Promoting the rights of every child is not a job, it’s a calling.

UNICEF’s Global Shared Services Centre (GSSC) in Budapest, Hungary provides services to UNICEF offices globally in the areas of Finance, Human Resources, Payroll and Information Technology. For more information about GSSC please visit our webpage at Global Shared Services Centre (GSSC)  and check this YouTube.

How can you make a difference?

UNICEF GSSC is seeking a highly dedicated individual with structured, service-oriented mindset and experience in Administration/Operations to join GSSC’s Operations Section.

Key functions/accountabilities:

• Manage Section Chief’s Calendar & schedule meetings & Events. Organize meeting requirements, both internal (individual/Units/Section) and external and take minutes and notes at meetings.
• Work closely with HR Operations to schedule interviews, follow up on hiring and maintain the vacancy report for the unit managers. Maintain a computerized reporting system for effective monitoring and follow-up purposes.
• Maintain time and attendance records for the section by ensuring the leave and attendance records are up to date.
• Prepare, follow up and process administrative requests/documents.
• Provide necessary assistance to the other administrative units in the Operations section such as facilities, events, travel etc. upon the request from the supervisor.
• Prepare service requests and process payments to service suppliers.
• Support the annual physical asset verification exercise by checking the accuracy of assets records and location of items.
• Maintain proper online filing/archiving system of the documents on Sharepoint.
• Supports in creating and uploading Operations related communication material on internal online platforms, such as ECM site.
• Follow up on established deadlines and ensuring timely submissions by Operations staff of reports, correspondence, and other documents.
• Support to ensure a good and secure working environment for all staff members. Liaise with building facilities management company for improvement, maintenance and repair of in the office premises.
• Responsible for collecting and preparing outgoing mail, packages and diplomatic pouch material. Receiving, opening (registering as appropriate) and distributing all incoming mail, packages and diplomatic pouch material.
• Maintain confidentiality and demonstrate high standards of integrity and sensitivity throughout all activities.

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

• Completion of secondary education (i.e. high school diploma) is a minimum requirement.
• University level courses in business administration and public administration are desirable.
• Minimum of five (5) years of relevant work experience in operations, administration, international travel industry or logistics is required. A completed Bachelor’s degree from an accredited institution will be counted as 3 years’ experience and Master’s degree will be counted 2 years’ experience requirements (for fully completed degrees only).
• Strong technology orientation with proficiency in Microsoft Suite of Products (MS Word, MS Excel and MS PowerPoint) is required.
• Experience in planning, organizing and delivering administrative support services is required.
• Knowledge of UN/UNICEF’S rules, regulations and procedures is considered an asset.
• Proven experience in dealing with confidential and sensitive communication and information is desirable.
• Knowledge of the local language of the duty station is required.
• Fluency in English (verbal and written) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is considered an asset.

• Internal applicants from GSSC are required to complete the Learning Path corresponding to their current level before applying for another position. Additionally, they must attach a snapshot of the completed path to their applications. Applications that do not meet these two minimum requirements will not be considered. For further details on learning paths, please visit the L&D Portal Learning and Development (sharepoint.com).

For every Child, you demonstrate…

UNICEF’s core values of Care, Respect, Integrity, Trust and Accountability and the following core competencies:

• Building and maintaining partnerships
• Demonstrates self-awareness and ethical awareness
• Drive to achieve results for impact
• Innovates and embraces change
• Manages ambiguity and complexity
• Works collaboratively with others

To view our competency framework, please visit: https://uni.cf/Competencies

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: UNICEF’s Competency Framework here.

As an advocate for every child, you will receive

• UNICEF offers an attractive remuneration package including a tax-free annual net base salary starting HUF 498,000 per month. Please check SalCalcLocal (undp.org) for simulation
• Holidays and leave, including 30 days of annual leaves per year
• Parental leave
• Dependency allowance
• United Nations sponsored medical insurance plan
• Pension plan
• Optional life insurance plan
• Access to professional development and learning programs, online learning and learning path
• Access to staff well-being support
• Access to career development support

Please visit Compensation and Benefit site on UNICEF Career page

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

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

To view our competency framework, please visit here.

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.

Remarks:

General Service (GS) staff are locally recruited staff and therefore, candidates are personally responsible for any travel and accommodation arrangements. UNICEF does not facilitate MFA accreditation for locally recruited staff.

Applicants must be nationals of EU countries or in possession of a valid work permit. Please attach a copy of your work permit to your application submission.

UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. 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.

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