Temporary Appointment (364 days)-Administrative Associate, GS6, Position # 128380, UNICEF Bhutan Country Office (Bhutanese National only)

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JOB DESCRIPTION

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 equal access

Under the supervision and guidance of the supervisor, the Administrative Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

How can you make a difference?

Summary of key functions/accountabilities:

• Premises and Assets Management

• Travel Management

• Facility, Warehouse and Contracts Management

• Events, Hotel, Conference booking and Office supplies management

• Invoice processing and support on procurement of low value procurements

• General Administrative duties

• Archiving

Events/Logistics Hotel, Conference booking and Office supplies management

• 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.

• Provide hotel/conference booking services to program sections.

• Arranges for the purchase and timely distribution of office supplies.

• Manage office supplies and vehicle spare parts.

• Prepare Monthly reports of the Office supplies/vehicle spare parts.

• Ensure safety and security stores.

• Supports management of administrative supplies, office equipment, and updating inventory of items.

• Monitors and supervises adequate and appropriate use of supplies.

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 maintain travel plan and budgetary control records.

• Monitors travel certification and report back to the team.

• Monitor Travel Dashboard and ensure Travels are certified with the stated deadline as per SOP on Travel.

Invoice Processing and support on procurement of low value procurements

• Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR.

• Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, creation of Purchase Requisition and or

service orders, comparing of the proformas, preparation of Table of Comparisons, and making necessary logistical arrangements.

• Maintains up-to-date vendor lists, partners, and consultant rosters.

• Preparation of payment document, uploading them on the SharePoint and follow up with Finance on payments submitted by Admin section.

• 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.

Equipment/ Premises and Assets Management

• Ensure regular updates and maintenance of Assets Register for both assets tracked in Vision and Assets Tracked outside Vision.

• Safeguarding all UNICEF Assets.

• Ensure that all assets are updated for information on the status, rooms, locations, custodian and Personal Staff for low value attractive and BCP items.

• Organize bi-annual asset counts.

• Support on annual physical Assets counts.

• Electronic filing of all information on Assets management including Assets counts reports and minutes of the Property Survey Board (PSB) Committee.

• Support the PSB Committee meeting.

• Propose the assets for disposal.

• Monitor monthly closure on asset related schedule as per DFAM monthly guidelines.

• Ensures that services and maintenance of premises are in accordance with organizational standards.

• Arranges for the purchase and timely furniture and other assets to staff.

Archiving Services

• Advising sections on documents to be archived and those to be destroyed based on archiving policy.

• Submission to PSB for documents for destruction.

• Clean ups and organizing, arranging the admin store, ICT store etc.

• Retrieving document whenever required.

• Converting files to be archived to electronic files.

General Administrative duties

• Provide support other General administrative matter.

• Support on Greening the blue initiatives.

• Maintaining data for EFAAT (Environmental Footprint & Accessibility Assessment Tool) and ensure timely reporting to Head Quarters.

• Ensure knowledge sharing with other staff in the Office.

Impact of Results

In addition to the impact at the GS-5 level, a G-6 staff member is predominantly accountable for applying a broad range of specialized administrative rules and procedures in the coordination of administrative support to the team served. Efficiently initiating, monitoring and ensuring the provision of administrative services allows the professional staff of the organization to focus on substantive core work. This may include supervisory responsibilities with accountability for the work of administrative assistants, temporary staff and/or consultants.

Administrative Associates represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests. External contacts include counterparts in international organizations, bi-lateral and multi-lateral institutions and national governments to organize meetings, workshops and conferences. Communications involve the exchange of information across the UNICEF at the most senior levels and externally to governing body representatives.

Skills Required

Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.

• In-depth knowledge of UNICEF organizational structure, administrative policies and procedures.

• Organizational, planning and prioritizing skills and abilities.

• Ability to deal patiently and tactfully with visitors.

• High sense of confidentiality, initiative and good judgment.

• Ability to work effectively with people of different national and cultural background.

• Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.

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

The following minimum requirements:

• Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• Work Experience: A minimum of 6 years of relevant administrative or clerical work experience is required.
• Language Requirements: Excellent written and verbal English is required local language is an asset.

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 (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 (8) Nurtures, leads and manages people .

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, breastfeeding breaks, 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 [Insert candidates from targeted underrepresented groups] 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.

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.

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Temporary Appointment (364 days)-Administrative Associate, GS6, Position # 128380, UNICEF Bhutan Country Office (Bhutanese National only)

JOB DESCRIPTION

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