Administrative Associate

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, opportunities. How can you make a difference? Organizational Context: The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations. Job organizational context: The Job Profile for the Administrative Associate at the G-6 level is to be used in the UNICEF Romania Country Office, in Communication and Fundrasing section. There may be additional functions not mentioned in the Job Profile (JP). If this is the case, this can be made clear in work plans and/or individual performance plans. Purpose of the Job: Under the supervision and guidance of the direct supervisor, the Administrative Associate supports the section through providing a range of procedural, administrative, and operational support in developing, implementing, executing and monitoring the country programme, ensuring effective and timely delivery that is consistent with UNICEF rules and regulations. Summary of key functions/accountabilities:  Events/Logistics

• Supports the preparation, organizing and follow up of different types of events by making the logistical arrangements (including support to colleagues with travel reservations, accommodation bookings and printing/scanning of documents).
• Coordinating with service providers (catering, accommodations, printing, photo, video) prior to, during and post event.
• Prepares background materials for participants and uploads cleared materials on the information sharing platforms / shares with participants.
• Prepares and maintains agendas and minutes of meetings and events and monitors follow-up tasks/ commitments.
• Maintains partners and journalists’ databases.
• Assists in preparing of and participates in field visits with key decisions makers, donors, ambassadors and journalists, and for creating different communication materials.

 Budget Monitoring

• Develops and monitors budgets and financial expenditures of section.
• Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.

Procurement

• Drafts TORs for consultants and contractors, completing necessary forms and templates, and making necessary logistical arrangements.

• Develops and maintains up-to-date vendor lists, partners, and consultant rosters, communication materials.
• Prepares Purchase Requisitions and fund commitments in Vision.

Invoice Processing

• Responsible for collecting invoices, submission for payment, and filing documents.
• Uploads electronic files and verifies results to destination system.
• Responds to partners / clients regarding transaction status and other inquiries.

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

• • Completion of secondary education is required, preferably supplemented by technical or university courses related to the work of the organization.
  • A minimum of six years of progressively responsible administrative work experience is required
  • Fluency in Romanian and English is required. Knowledge of another official UN language is considered as an asset
  • Strong organizational, planning and prioritizing skills and abilities.
  • High sense of confidentiality, initiative and good judgment.
  • Ability to work effectively with people of different national and cultural backgrounds.
  • Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint
  • Strong office management 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.   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. Remarks: Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service. Only shortlisted candidates will be contacted and advance to the next stage of the selection process.