UNICEF Recruitment ( May 2024) :Open Jobs & Vacancies

Purpose For The Job

• 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?
Key Functions, Accountabilities, And Related Duties/tasks
Procurement

• 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 TORs in VISION, and making necessary logistical arrangements.
• Maintains up-to-date vendor lists, partners, and consultant rosters.

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.
• Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate.

Calendar/Meetings/Correspondence Management

• Maintains office calendar and arranges meetings
• Takes minutes of meetings, ensuring accuracy, attention to detail, and coherence.

Events/Logistics

• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers, and hosts.
• Arranges times by liaising with participants over availability.
• Liaises with budget focal points and sections 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 the 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 the 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 for 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 the destination system.
• Responds to client transaction status and other inquiries.

Supplies/Equipment

• Supports management of administrative supplies, and 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.

Attendance

• Maintains and updates a system that monitors the absence of staff.

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, bilateral and multi-lateral institutions, and national governments to organize meetings, workshops, and conferences. Communications involve the exchange of information across UNICEF at the most senior levels and externally to governing body representatives.

To qualify as an advocate for every child you will have…
The Following Minimum Requirements
Recruitment Qualifications

• Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• Experience: A minimum of 6 years of relevant administrative or clerical work experience is required.

Language Requirements

• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Skills

• 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.

Deadline: 8th June, 2024

How can you make a difference?

Preventative and protective psychosocial support:

• Provide individual and group counselling to UNICEF staff as needed.
• Perform individual assessments in the case of individual staff members experiencing difficulty coping and/or presenting mental health-related symptoms or syndromes.
• Facilitate evidence-based trauma-informed interventions for staff and their dependents.
• Identify adequate local resources and facilitate referrals to external mental health professionals for psychological/psychiatric support whenever necessary.
• Develop and implement a comprehensive emergency personnel-focused mental health programme in collaboration with the Regional Staff Counsellor.

Provide Critical Incident Stress Management to groups and/or individual staff following critical incidents. A holistic approach to critical incident management is used and may include services such as practical support, psychoeducation, psychological first aid, strategic advice to leadership, family support and individual or group interventions.

The Staff Counsellor will be responsible for:

• Contacting the affected staff member(s) and offering information about typical stress reactions, support and referral information.
• Facilitating appropriate traumatic stress interventions, following a critical incident or traumatic event.
• Recommending and arranging for individual and/or group follow-up support to staff and their dependents.
• Regular follow-up contact and visits to staff in field offices.
• Coordination with UNDSS counsellors, agency counsellors and PSVs, to ensure the provision

Monitoring and oversight:

• Work closely with multidisciplinary teams to identify and address psychological risks at the individual, unit and organizational levels.
• Provide guidance/ support to managers and senior management on the management of staff where mental health conditions are involved and advise on emergency psycho-social support management for staff.
• Advise country office management upon request, with the aim at improving the working atmosphere in their offices and resolving problems of a work-related or personal nature that adversely affect job performance and productivity.
• Provide training and information sessions on crisis and stress management, problem-solving and conflict resolution as needed.
• Monitor environmental factors that could lead to stress, with particular focus on stress related to critical incidents, including emergency and crisis situations, with respect to staff members at the duty stations.

Other:

• Provide technical supervision and training to the Peer Support Volunteers (PSV) network.
• Coordinate with UNDSS, Regional Staff Counsellor, UN staff/stress counsellors, and Peer Support Volunteers to ensure adequate psycho-social support during emergencies.
• Contribute to policies on staff mental health and well-being and perform administrative duties, including participating in regional meetings and other activities, completing reporting requirements, etc.
• Maintain detailed records of activities and provide comprehensive reports to the Regional Staff Counsellor.
• Ensure the adherence to the professional standards of the UNSSCG as well as the Code of Ethics for UN Staff Counsellors.

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

Education:  Advance MA University Degree in counselling, clinical psychology or related mental health profession.  Additional training or certification in Trauma and Stress Management is an added advantage.

Experience: 

• At least five (5) years of national and international work experience in staff support, mental health, cross cultural communications, counselling and related areas preferably gained within the UN system or international development/humanitarian aid sector, more particularly in emergency contexts.
• Experience of in-country support to staff in emergency and high demanding working environment
• Able to work effectively in a multi-cultural environment.
• Ability to quickly negotiate effectively by exploring a range of possibilities.
• Ability to quickly build rapport with individuals and groups; maintains an effective network of individuals across organizational departments.
• Contributes and tries out innovative approaches and insights

Language Requirements:

• Fluency in English is required. Knowledge of other UN Language or language of the duty station is an asset.