United Nations Children's Fund (UNICEF)

Administrative Assistant (Education Cannot Wait)

United Nations Children's Fund (UNICEF)

Job Description

Under the guidance and supervision of the Chief, Humanitarian Liaison and External Relations, the Administrative Assistant is responsible for executing a broad range of operational, administrative and secretarial tasks, requiring thorough knowledge of UN administrative policies, procedures, and processes.

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, Education

Education Cannot Wait (ECW) is the first and only global multilateral fund dedicated to Education In Emergencies and protracted crises. It was launched during the World Humanitarian Summit in 2016 by international humanitarian and development aid actors, along with public and private donors, to address the urgent education needs of 75 million children and youth in crisis settings.

Translating the World Humanitarian Summit’s Agenda for Humanity into action, ECW’s investments are designed to usher in a more collaborative approach, ensuring relief and development partners join forces to achieve quality education outcomes. These investments aim to uphold the commitments of the Grand Bargain. They facilitate swift and sustainable action, enabling actors on the ground to respond with humanitarian speed and development depth to the needs of children and youth in crisis contexts. This New Way of Working - bringing diverse stakeholders together around collective outcomes, providing predictable multi-year financing and promoting a holistic, whole-of-system approach - seeks to transform education responses in emergencies and protracted crises, and to make meaningful and lasting progress toward the achievement of Sustainable Development Goal 4: ‘Ensure inclusive and equitable quality education and promote lifelong learning opportunities for all.’

ECW is an independent global fund, with its own governance structure and secretariat. However, for purposes of administrative and financial management, ECW is hosted by UNICEF. Under these arrangements, the hosting organisation acts as the fund custodian on behalf of ECW. Its day-to-day activities are carried out by a Secretariat under the direction of the ECW Director.

More detail is available at www.educationcannotwait.org

How can you make a difference?

Under the guidance and supervision of the Chief, Humanitarian Liaison and External Relations, the Administrative Assistant is responsible for executing a broad range of operational, administrative and secretarial tasks, requiring thorough knowledge of UN administrative policies, procedures, and processes. 

The Administrative Assistant is expected to help maintain the efficiency and overall effectiveness of the ECW office in Geneva by providing high-quality operational, administrative and secretarial support. In addition, the incumbent is expected to ensure strict compliance with applicable regulations, rules, policies and procedures and ensure the most cost-effective utilisation of ECW resources.

Administrative Support

  • Provides administrative support to the Chief, Humanitarian Liaison and External Relations as well as other ECW staff based in Europe.

  • Advises on applicable regulations, rules, policies and procedures and ensures cost-effective utilisation of ECW resources.

  • Liaises with UNICEF’s operational units and acts as the focal point to ensure system access for all staff.

  • Helps prepare agreements, terms of reference, notes to file, talking points, presentations and meeting minutes, as appropriate.

  • Ensures the effective organisation and Administration of meetings as well as conferences, seminars, workshops and other events organised by the ECW Secretariat.

  • Establishes and maintains an organised filing system and develops stringent document control procedures.

 Office Management

  • Supports the Chief, Humanitarian Liaison and External Relations in his/her role as the head of the ECW office in Geneva.

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

  • Ensures proper management of assets, including by preparing period inventory reports.

  • Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary.

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

  • Prepares and records small purchases from the petty cash account in VISION.

  • Monitors staff attendance and keeps travel and leave calendar up to date.

Procurement

  • Helps prepare contracts and processes payments. This includes preparing and filing documents, completing necessary forms, and uploading TORs and contracts in VISION.

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

Travel

  • Attends to travel arrangements for ECW staff based in Europe in accordance with applicable regulations, rules and procedures.

  • Calculates travel related expenses such as DSA, terminals and other expenses.

  • Reminds colleagues of their obligation to close TAs on return from travel and takes prompt action to process TA closure in VISION.

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

  • Completion of secondary education is required, preferably supplemented by a bachelor’s degree in business, public administration or related field.

  • A minimum of 5 years of relevant administrative or programmatic experience.

  • Fluency in English and French, including excellent writing skills.

For every Child, you demonstrate...

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

Functional Competencies:

  • Analysing (I)

  • Learning and Researching (I)

  • Planning and organizing (I)

  • Following Instructions and Procedures (I)

Core competencies:

  • Communication (I)

  • Working with people (II)

  • Drive for results (I)

Skills:

  • Familiarity with various Computer Software packages (MS Word, Excel, Access, PowerPoint, Outlook etc.) as well as web-based Management Systems

  • Good knowledge of UN administrative policies, procedures, and processes

  • Ability to complete tasks with minimal supervision while exercising good judgment and prioritize tasks

  • Sound organisational skills and abilities

  • Ability to work effectively in a multicultural team

 

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 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.

ECW is hosted by UNICEF. The Fund is administered under UNICEF’s financial, human resources and administrative rules and regulations, while operations are run by the Fund’s own independent governance structure that provides strategic guidance and oversight to its investments. ECW’s day-to-day activities are carried out by a Secretariat under the direction of the Education Cannot Wait Director.

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