Administrative Associate, GS-6, TA (364 days), #129100, Cox’s Bazar, Bangladesh # 572985 (For Bangladeshi Nationals only)

The Administrative Associate is responsible for executing a broad variety of general service tasks including travel and event logistics, receiving and dispatching mail, as well as some specialized tasks related to the office fleet management, inspection and maintenance of electro-mechanical equipment and infrastructure of all UNICEF Cox’s Bazar facilities, including main office, warehouse and compound infrastructure.

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, a hero.

Under the supervision and guidance of the Administrative Officer NOA, the incumbent is responsible for executing a broad variety of general service tasks including travel and event logistics, receiving and dispatching mail, as well as some specialized tasks related to the office fleet management, inspection and maintenance of electro-mechanical equipment and infrastructure of all UNICEF Cox’s Bazar facilities, including main office, warehouse and compound infrastructure.  For effective performance of duties under this post, the incumbent will require to have thorough knowledge of UNICEF/UN administrative procedures, processes and policies.

How can you make a difference? 

Major duties and responsibilities: 

Office vehicle fleet management

• Manage and coordinate over 20 UNICEF Cox’s Bazaar transport vehicles through the online vehicle booking system.
• Prepare weekly vehicle movement schedules and drivers’ duty roster as well coordinate the office staff shuttle schedule.
• Make sure that all office vehicles are always in good running condition and road worthy by ensuring timely servicing and maintenance of all vehicles. Ensure cleanliness too.
• Ensure that all vehicles have all accessories including water, hand sanitizers, first aid box and other supplies. 
• Check vehicle logbooks daily and address any irregularities with the respective drivers.
• Follow-up on drivers’ disciplinary issues and ensure appropriate disciplinary action is taken where the driver has committed a misconduct related to the performance of their duties.
• Prepare daily driver duties to the camps and host communities including other duties which may require office transport.
• Ensure that all vehicles have adequate fuel and that there is reserve fuel for emergency propositioning to the amount of 2,000 liters.
• Prepare monthly reports on fuel consumption, mileage, maintenance costs per vehicle etc.
• Contribute to office vehicle running costs efficiency by implementing office usage rationalization.
• Follow-up with garages/workshops, fuel stations and other suppliers for office vehicles spare parts and ensure that their invoices are paid promptly within the specified time. 
• Coordinate airport pickup and drop off whenever required.
• Manage UN car-pooling activities, participate in inter-agency fleet management discussions and implement agreed actions for the purpose of streamlining efficiencies and harmonization.

• Oversee procedure in case of accidents (SIR; escalation; etc.)
• Orient and guide staff and drivers on the online booking system.

Electro-mechanical systems management

• Conduct routine inspections of electro-mechanical systems to identify and rectify any faults or potential issues.
• Ensure that all generators and the forklift have adequate fuel and that there is reserve fuel for emergency pre-positioning.
• Ensure timely repair and maintenance of electrical equipment, wiring, fixtures, switches and outlets including solar panels, batteries, inverters, HVAC, fire detection system and the generator. Coordinate with external service providers for specialized repairs or maintenance tasks when necessary.
• Respond promptly and resolve the issues efficiently in the event of related emergencies or breakdowns.
• Provide support and guidance to other staff members regarding electrical & related matters.
• Maintain detailed documentation of the office’s electrical systems, including electrical panel schedules, single-line diagrams, wiring diagrams, and equipment specifications. These documents help in understanding the system layout, identifying components, and troubleshooting electrical faults.
• Maintain accurate records of all maintenance and repair work performed, including inspections, maintenance tasks, repairs and any recommendations made. Continuation of filing & documentation for regular work items.
• Monitor performance of solar systems, supervise maintenance works, fix minor malfunctions and report on system failures to supervisor or service provider as appropriate.
• Provide assistance and guidance to other staff members regarding electromechanical matters as needed.
• Ensure compliance with applicable electrical codes, regulations, and industry standards. Stay updated on relevant regulations related to electrical systems, emergency response, and renewable energy technologies to ensure adherence and minimize risks.

Booking Hotel accommodation for official visitors

• Make hotel bookings for all visiting staffs at UNDSS cleared hotels within Cox’s Bazar district, Chattogram and any other places in Bangladesh.
• Ensure staff members are informed that they will be required to pay for their expenses at the hotel.

Travel

• Provide 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.
• Brief/de-brief staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures. 
• Extract, input, maintain, and verify correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
• Assist in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.

Receiving invoices from vendors and implementing partners and coordinate office courier and mail distribution

• Monitor incoming invoices and VAT documents through the delegated [email protected]
• Enter the invoice details in the online invoice register for tracking and reporting.
• Receive hard copy of invoices and VAT documents delivered physically to the office and distribute to section and finance.
• Support in scrutinizing all invoices to determine if invoices have already been paid for to prevent instances of double or multiple payments.
• Follow-up on office courier by sending official documents and parcels through the courier company and distribute in coming courier in a timely.
• Receive office mail and coordinate the distribution of office mail by office messengers in a timely manner.

Payment and Invoice Processing

• Monitor and ensure timely payment of the following services after reviewing the completeness and correctness of the invoices
• Ensure proper management of regular bills (electricity; fuel; workshops; general maintenance related;
• Ensure all VAT requirements are complied with before submitting the invoice for payment.

Supplies/Equipment

• Support management of administrative supplies, office equipment, and updating inventory of items.
• Monitor and supervise adequate and appropriate use of supplies. Ensures that services and maintenance of premise are in accordance with organizational standards.
• Arrange the purchase and timely distribution of office supplies.

If you would like to know more about this position, please review the complete Job Description here:  TOR_Administrative Associate GS6.pdf

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

Minimum requirements:

Education:

• Completion of secondary education is required. Supplemental technical or university courses related to the field of Electrical/Mechanical/Electro Mechanical Engineering is added advantage.
• A bachelor’s degree from a recognized academic institution in a field relevant to the position may replace three years of related work experience. A master’s degree may replace an additional two years.

Work Experience:

• A minimum of 6 years of professional experience.
• Knowledge and professional expertise needed to conduct routine inspections of electrical layout of large office facilities, power supply systems, including solar and generator, clean the solar panels, and ability to address any technical issues that may arise will be considered a very strong asset.
• Expertise to ensure the uninterrupted operation of the office and the safety of all occupants by adhering to electro-mechanical codes and regulations is desirable.
• Relevant experience in a UN system agency or organization is considered as an asset.

LANGUAGE PROFICIENCY: 

• Fluency in English is required. Local language is an asset.

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 benefits to our staff, including paid parental leave, time off for breastfeeding purposes [KR5], 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:

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. The genuine and complete vacancy announcements are published on UNICEF Careers website at https://jobs.unicef.org/en-us/listing/ 

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.

Internal candidates may be given preference over external candidates. The term “Internal” refers to all staff members with fixed term, continuing or permanent appointments. Internal candidates who are legally permitted to work for UNICEF in Bangladesh, independently of UNICEF appointment, will also be considered.

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

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. 

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.

Applicants must provide complete and accurate information pertaining to their candidate profile and qualifications according to the instructions provided in the Applicant system in order to be considered. The information submitted will be used for administrative purposes, salary/step determination and conditions of employment. No amendment, addition, deletion, revision or modification shall be accepted for applications that have already been submitted for this position.

Additional information about working for UNICEF can be found here.