Admin Associate (UNV)

Job Posting Organization:
UNICEF, established by the United Nations General Assembly, is dedicated to advocating for children's rights and ensuring their basic needs are met. The organization operates globally, focusing on the protection and development of children, particularly in disadvantaged communities. UNICEF's mission is to mobilize resources and political will to support countries in creating policies and services that benefit children and their families. The organization emphasizes equity, aiming to provide all children with the opportunity to thrive, regardless of their circumstances. UNICEF's commitment extends to responding to emergencies and advocating for the rights of the most vulnerable children, including those affected by war, disasters, and poverty.

Job Overview:
The Admin Associate (UNV) position is crucial for supporting UNICEF's operations in response to Hurricane Melissa in Jamaica. The role is based in one of the hubs in St. James or Saint Elizabeth and involves a combination of administrative and operational responsibilities. The incumbent will report to the chief of the hub for administrative matters and to the Operation Officer for technical guidance. The position is designed for short-term engagement, focusing on budget monitoring, project management, procurement, communication, and logistical support. The Admin Associate will play a key role in ensuring that UNICEF's operations run smoothly and efficiently, contributing to the organization's mission of promoting children's rights and welfare in the aftermath of the hurricane.

Duties and Responsibilities:

• Budget Monitoring: The Admin Associate will monitor budgets and financial expenditures, ensuring compliance with UNICEF regulations and advising supervisors on necessary actions. They will support budget preparation and maintain records for project implementation.
• Administration Planning & Project Management: The role involves ensuring timely and accurate information for work plans, conducting research, and monitoring project milestones.
• Procurement: The Associate will guide managers in procurement processes and facilitate contracts for consultants and partners.
• Communications & Workflow: The position requires managing correspondence and maintaining filing systems to enhance operational efficiency.
• Calendar/Meetings Management: The Associate will maintain the office calendar, arrange meetings, and take minutes.
• Events/Logistics: They will support logistical arrangements for capacity development activities and conferences.
• Travel: The Associate will assist staff with travel arrangements and maintain travel records.
• Invoice Processing: They will collect invoices and manage electronic filing for approval.
• Supplies/Equipment: The role includes managing office supplies and equipment inventory. 1
• Attendance: The Associate will maintain a system to monitor staff absences.

Required Qualifications:
Candidates must possess strong organizational and administrative skills, with a keen attention to detail. Proficiency in budget monitoring and project management is essential. The role requires effective communication skills and the ability to work collaboratively with diverse teams. Familiarity with UNICEF's policies and procedures is advantageous, as is experience in a similar administrative role.

Educational Background:
A minimum of a secondary education is required, with a preference for candidates holding a diploma or degree in administration, finance, or a related field. Additional training in project management or procurement is beneficial.

Experience:
Candidates should have at least 2 years of relevant experience in administrative support, preferably within an international organization or non-profit sector. Experience in budget monitoring and project management is highly desirable.

Languages:
Fluency in English is mandatory. Knowledge of additional languages, particularly Spanish or French, is considered an asset.

Additional Notes:
This is a national UN Volunteer position, meaning the selected candidate will be responsible for their own housing and living arrangements. The role is expected to be temporary, focusing on immediate response efforts following Hurricane Melissa.