Job Description

Under the general supervision of the Operations Manager, this position performs general administrative support functions for the EMOPS Division and its Emergency Response Team, in line with EMOPS agreed results and Management Plan, and ensures the office’s administrative operations and services are in compliance with the organization’s administrative policy, procedures, rules and regulations.

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, Fair chance...

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. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. 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.

How can you make a difference?

Under the general supervision of the Operations Manager, this position performs general administrative support functions for the EMOPS Division and its Emergency Response Team, in line with EMOPS agreed results and Management Plan, and ensures the office’s administrative operations and services are in compliance with the organization’s administrative policy, procedures, rules and regulations.

  • As the Travel and Attendance Team Leader for the Division, provides travel assistance to staff in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel. Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, Security-clearance" id="link" class="link">Security Clearance, documentation procedures.
  • Extracts, inputs, maintains and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel. Assist in the preparation of budgets on travel costs and maintain travel budgetary control records.
  • Keep travel and attendance matrix overview updated. Logs and tracks attendance for division and briefs/debriefs staff on related attendance policies on leave and entitlements.
  • Provide administrative support, operational Coordination, and monitoring of movement of ERT during deployment.  Conduct research and compile relevant data to assist ERT members in the generation of reports and/or briefing     notes.  Drafts correspondence, reports in accordance with UNICEF standard office procedures.  Ensure appropriate   routing of documents and timely dissemination of information.
  • Undertake travel arrangements for all staff in the Emergency Response Team, including consultants required to travel on behalf of the ERT.  This includes travel itineraries, preparation and completion of travel requests, claims, duty reports, security and medical clearances, visas, transportation and hotels, as applicable.
  • Provides administrative to staff in the Director’s office, including arranging travel, organizing meetings and some reporting functions.
  • Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in vision, and making necessary logistical arrangements. Tracks and monitors all created in the division.
To qualify as an advocate for every child you will have…

  • Education: Completion of secondary education.  Must pass UN clerical and typing test in English. Ability to draft correspondence. Knowledge of standard UNICEF automated systems (Vision, Word, Excel, PowerPoint, etc.).
  • Experience: Five years progressively responsible work experience in an administrative capacity. Knowledge of UNICEF rules and regulations, administrative guidelines and emergency policies and procedures. Field experience in emergency programmes an asset.
  • Language: Fluency in English.
For every Child, you demonstrate…

UNICEF’s core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.

The competencies required for this post are….

Functional Competencies:
  • Persuading and Influencing   [II]
  • Applying Technical Expertise [II]
  • Planning and Organizing   [I]
  • Adapting and Responding to Change  [II]
  • Coping with Pressure and Setbacks   [II]
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.

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