United Nations Children's Fund (UNICEF)

Administrative Assistant (Global Shared Services Centre)

United Nations Children's Fund (UNICEF)

Job Description

Under the supervision of the Chief of Human Resources Administration in the GSSC, the Administrative Assistant (HR Administration) is responsible to provide administrative and secretarial support services to the Chief of Section 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.

UNICEF's Global Shared Services Centre (GSSC) in Budapest, Hungary manages the processing of transactions on behalf of UNICEF offices around the world. The GSSC provides services to UNICEF offices globally in the areas of HR Administration, Payroll, Finance and Customer Care (Information Technology Global Help Desk). Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

GSSC has won the 2019 Business Services Firm of the Year in Hungary, one of 26 regional awards announced at the Central and Eastern European Business Services Summit & Awards held in Warsaw, Poland.

How can you make a difference?

Under the supervision of the Chief of Human Resources Administration in the GSSC, the Administrative Assistant (HR Administration) is responsible to provide administrative and secretarial support services to the Chief of Section.

Responsibilities:

Administrative Assistant will provide support in administrative and program assistance to the Chief of Human Resources Administration in the GSSC. Responsibilities may include the following tasks: Administrative Assistance:

Manage Section Chief’s Calendar & schedule meetings & Events. Organize meeting requirements, both internal (individual/Units/Section) and external and take minutes and /or notes at meetings.

Receive, screen, and log incoming/outgoing documents/correspondence along with the necessary background information.  Work closely with the central administrative unit for infrastructure / logistic related support.

Work closely with HR Operations to schedule interviews, follow up on hiring and maintain the vacancy report for the unit managers. Maintain a computerized reporting system for effective monitoring and follow- up purposes.

Collaborate with Director’s office and across functional offices at GSSC for project & program meetings and discussions.

Maintain proper filing/archiving system of the documents processed by the Unit.

Maintain time and attendance records for the Unit by ensuring the leave and attendance records are up to date. Adjust time and attendance in Vision for staff members when required.

Prepare, follow up and process administrative requests/documents. Assist staff in completing the e-SAF forms etc.

Program Assistance:

Maintain CONFIDENTIALITY and demonstrate high standards of integrity and sensitivity.

Prepare draft correspondences, reports and presentations for Section’s management team review.

Identify complex or sensitive subjects, and contacts, for special treatment as well as priority issues that need to be brought to the Section Chief’s attention.

Keep abreast of activities of importance, latest policies, procedures and organizational changes affecting the centre.

Follow up on the preparation by staff of reports, correspondence, briefing notes and other documents for the supervisor’s reference.

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

Completion of secondary education (high school diploma) is a minimum requirement. University level courses in human resources and business administration are desirable.

Five years of relevant work experience in human resources is required. A completed university degree from an accredited institution will be counted toward the minimum work experience requirements.

Strong technology orientation with proficiency in Microsoft Suite of Products (MS Word, MS Excel and MS PowerPoint) is mandatory.

Previous hands-on experience in planning, organizing and delivering administrative support services is highly desirable.

Strong team player with the willingness to go over and beyond the call of duty and being solution oriented is required.

Work experience with a development organization with knowledge of UN and UNICEF'S rules, regulations and procedures is an asset.

High Fluency in English (verbal and written) is mandatory. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is a strong asset.

For every Child, you demonstrate...

UNICEF’s core values of Care, Respect, Integrity, Trust and Accountability and the following core competencies:
  • Builds and maintains partnerships
  • Demonstrates self-awareness and ethical awareness
  • Drive to achieve results for impact
  • Innovates and embraces change
  • Manages ambiguity and complexity
  • Thinks and acts strategically
  • Works collaboratively with others
  • Nurtures, leads and manages people
  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, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. UNICEF is committed to promote the protection and safeguarding of all children.
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