Administrative Assistant (General Administration)
Unicef
Venezuela
hace 1 día

Work Type : Fixed Term Appointment

Fixed Term Appointment

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, COMMITMENT

How can you make a difference?

Organizational Context and Purpose for the job

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.

Job organizational context :

The Generic Job Profile for the Administrative Assistant at the G-5 level can be used in any UNICEF office, as the administrative focal point for a section that is outside of the office’s administrative section.

The Administrative Assistant is accountable for procedural and some specialized communications, operational and administrative support services.

Purpose for the job :

Under the supervision and guidance of the supervisor, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.

Key functions, accountabilities and related duties / tasks

Communications & Workflow

  • Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
  • Manages incoming and outgoing correspondence, e-mails and telephone calls.
  • Communicates routine and some non-routine information pertaining to the work of the team.
  • Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter / intra-
  • net websites are up to date and accurate.

    Calendar / Meetings / Correspondence Management

  • Maintains office calendar and arranges meetings
  • Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
  • Events / Logistics

  • Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
  • Arranges times through liaising with participants over availability.
  • Liaises with budget focal points and section over costs and needs.
  • Prepares background materials for participants and uploads cleared materials on the intranet.
  • Prepares and maintains agendas on meetings and events related to the work group commitments.
  • Supplies / Equipment

  • Supports management of administrative supplies, office equipment, and updating inventory of items.
  • Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
  • Arranges for the purchase and timely distribution of office supplies.
  • Impact of Results

    The scope of key results extends beyond small, discrete teams to impact support services of larger, more complex organizational structures.

    S / He supports the supervisor in the compilation and coordination of work products, ensuring deadlines are met and that established rules and procedures are followed.

    The work is standardized; yet the incumbent must apply a good knowledge of guidelines, to operationally support the Division / Office.

    Key performance indicators go beyond the timeliness and accuracy of work to include planning and organizing the work of the team.

    Administrative Assistants at this level represent the supervisor in communications involving the exchange of non-routine information, coordinating and following up on deadlines as well as establishing and maintaining communications with staff across various divisions.

    Communications require tact and discretion. They may also provide guidance and direction to temporary or lower level staff.

    Skills

  • Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
  • Thorough knowledge of UNICEF administrative policies and procedures.
  • Organizational, planning and prioritizing skills and abilities.
  • Ability to deal patiently and tactfully with visitors.
  • High sense of confidentiality, initiative and good judgment.
  • Ability to work effectively with people of different national and cultural background.
  • Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff
  • To qualify as an advocate for every child you will have

  • Education : Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
  • Experience : A minimum of 5 years of relevant administrative or clerical work experience is required.
  • Language Requirements : Fluency in local language is required. Knowledge of English or another UN language is considered as an asset.
  • 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 :

    Core competencies

  • Communication (I)
  • Working with people (II)
  • Drive for results (I)
  • Functional Competencies :

  • Analyzing (I)
  • Learning and Researching (I)
  • Planning and organizing (I)
  • Following Instructions and Procedures (I)
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