Administrative Assistant, (GS4), Rabat, Morocco #127363 [Temp Appointment]

Vacancy Announcement

“Administrative Associate – Grade GS4”- Rabat, Maroc

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 commitment

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programmes, 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 Operations Associate, the Administrative Assistant is responsible for executing a broad variety of routine tasks for the respective unit requiring full knowledge of UNICEF administrative procedures, processes and policies. 

Summary of key functions/ accountabilities

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 maintains travel plan and budgetary control records.
• Monitors travel certification and report back to the team.

Invoice Processing 

• 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. 

Supplies/Equipment 

• Supports management of administrative supplies, office equipment, and updating inventory of items.
• Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
• Arranges for the purchase and timely distribution of office supplies.
• In charge of Custom exemption

Fleet Management/ Correspondence Management

• Support in the management of the office’s vehicle fleet
• Support in Correspondence Management

Administrative management of Staff

• In charge of requests for UN and Radio cards for Staff
• In charge of requests for the international entitlements (moving, vehicle registration, fuel allocation, national driving license, etc.)  

Performs other duties, as required.

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

• Education: Completion of secondary education is required, 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.
• Language: Fluency in French and Arabic is required. A good knowledge of English is an asset.

For every child, you demonstrate…

UNICEF’s values of Care, Respect, Integrity, Trust, Accountability, Sustainability (CRITAS) UNICEF Values and other core and functional competencies;

Core Competencies

• Demonstrates Self Awareness and Ethical Awareness (1)
• Works Collaboratively with others (1)
• Builds and Maintains Partnerships (1)
• Innovates and Embraces Change (1)
• Thinks and Acts Strategically (1)
• Drives to achieve impactful results (1)
• Manages ambiguity and complexity (1)

View our competency framework at this link.

Candidate can apply online before 22 January 2024 through this link

Remarks:

• This vacancy is open for Moroccan nationals only
• It is open for both Internals and Externals. The priority will be given to the Internal Staff recommended

• Only shortlisted candidates will be contacted and advance to the next stage of the selection process
• UNICEF only considers higher education qualifications obtained from an institution accredited/recognized by the World Higher Education Database (WHED), a list maintained by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO) can be found at http://www.whed.net/
• For this position, a bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience. A master’s degree may replace additional two years.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, suitable men candidates will receive preferential consideration and selection, as long as they meet the eligibility requirements stated above.

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 also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. 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 is committed to promote the protection and safeguarding of all children. This position is not considered an elevated risk role. However, UNICEF reserves the right to conduct further vetting/ assessment within the scope of child safeguarding as appropriate.