Business Support Assistant G5

Job Posting Organization:
UNICEF, established in 1946, operates in over 190 countries and territories with a mission to save children's lives, defend their rights, and help them fulfill their potential. The organization is committed to promoting the rights of every child and offers diverse opportunities for professional and personal development. UNICEF employs a large workforce dedicated to its mission, fostering a culture of inclusivity and support for its staff.

Job Overview:
The Business Support Assistant G5 position at UNICEF is crucial for ensuring the smooth operation of administrative and financial processes within the organization. The role involves facilitating access management, onboarding and offboarding staff, monitoring attendance, processing contracts, and managing financial operations such as invoice processing and vendor management. The assistant will also be responsible for budget management, procurement of services and goods, event management, travel support, and knowledge management. This position requires a proactive approach to problem-solving and the ability to work collaboratively with various teams to enhance operational efficiency and support UNICEF's mission to promote children's rights.

Duties and Responsibilities:

• Access Management: Facilitate requests for Vision and User access for new assignments or re-assignments, ensuring effective onboarding of new staff and consultants.
• Onboarding and Offboarding: Manage the onboarding process for new staff and consultants, including administrative arrangements, and oversee the offboarding of departing staff.
• Attendance Monitoring: Monitor daily attendance of staff at Centers and validate monthly absence reports as required.
• Contract Processing: Streamline the processing of contracts for individual consultants by raising service requisitions, obtaining necessary documentation, and monitoring contract status.
• Financial Management: Implement streamlined processes for receiving and processing invoices, conduct regular updates to the vendor master record, manage prepaid card transactions, and address financial inquiries from various centers.
• Budget Management: Respond to requests for budget reports, prepare funds commitment and reservation documents, and facilitate grants management activities.
• Procurement of Services: Create service requisitions for companies and consultants, manage service contracts, and submit cases to PCM.
• Procurement of Goods: Create purchase requisitions for goods and equipment, record details of newly acquired assets, and manage purchase orders.
• Events Management: Provide logistics, planning, and coordination support for various events, ensuring all details are documented and planned accordingly. 1
• Travel Management: Provide travel support services, including registration of travel, security" style="border-bottom: 1px dotted #007bff !important;">security-clearance" style="border-bottom: 1px dotted #007bff !important;">security clearance, and visa applications. 1
• Knowledge Management: Review and update SharePoint pages and archival materials, and manage obsolete files as needed.

Required Qualifications:

• 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 5 years of relevant administrative or clerical work experience is required.
• Skills: Experience in customer service, team collaboration, contract administration, system management, and event coordination is essential. Knowledge of SAP, ServiceNow, and Excel is considered an asset.

Educational Background:
Candidates must have completed secondary education, with additional technical or university courses related to the field of work being preferred. This educational background is essential for understanding the administrative and operational tasks associated with the role.

Experience:
The position requires a minimum of 5 years of relevant administrative or clerical work experience. This experience should include a strong background in customer service, team collaboration, and contract administration, as well as familiarity with system management and event coordination.

Languages:
Fluency in English is mandatory for this position. Knowledge of another official UN language (Arabic, Chinese, French, Russian, or Spanish) or Danish is considered an asset, enhancing the candidate's ability to communicate effectively in a diverse work environment.

Additional Notes:
This is a temporary position for 6 months within the Supply Division. The role is full-time and may involve working in a dynamic environment that supports UNICEF's mission. Candidates are encouraged to apply regardless of their background, and UNICEF promotes a diverse and inclusive workplace. The organization offers a range of benefits, including paid parental leave and reasonable accommodations for persons with disabilities. All selected candidates will undergo rigorous reference and background checks, and appointments are subject to medical clearance and compliance with vaccination requirements.