Jobs at the United Nations International Children's Emergency Fund (UNICEF)

How Can You Make a Difference?

• 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 a thorough knowledge of UNICEF administrative procedures, processes, and policies.

Responsibilities
Fleet Management:

• Maintain departmental compliance with UNICEF policies and procedures.
• Ensure departmental adherence to applicable laws and regulations.
• Reconciliation of mileage and fueling of official vehicles
• Maintenance of all relevant records.
• Direct supervision of Drivers.
• Schedule, route, maintain and track transport vehicles.

Procurement:

• Guide managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division, and DHR.
• Facilitate 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 TORs in VISION, and making necessary logistical arrangements.
• Maintains up-to-date vendor lists, partners, and consultant rosters.

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 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 workgroup commitments.

Travel:

• Provides travel assistance to staff members in the 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.
• Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
• Monitors travel certification and report back to the team.

Invoice Processing:

• Responsible for collecting invoices and filing documents for approval and thereafter processing in VISION.
• Uploads electronic files and verifies results to destination system.
• Responds to client transaction status and other inquiries.

Supplies / Equipment:

• Supports management of administrative supplies, office equipment, and updating the inventory of items.

Attendance:

• Maintains and updates a system that monitors the absence of staff.

Requirements
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 field of work.
• A minimum of 5 years of relevant administrative or clerical work experience is required.
• Training and experience using MS Word, Excel, PowerPoint, and other UNICEF software such as SharePoint; Vision as well as knowledge of integrated management information systems required.
• Thorough knowledge of UNICEF administrative policies and procedures.
• Excellent 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 backgrounds.
• Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff
• Fluency in English is required. Knowledge of another UN language or local language of the duty station is considered as an asset.

Core Values:

• Care; Respect; Integrity; Trust; Accountability.

Core Competencies:

• Demonstrates Self Awareness and Ethical Awareness (1); Works Collaboratively with others (1); Builds and Maintains Partnerships (1); Innovates and Embraces Change (1); Thinks and Acts Strategically (1); Drive to achieve impactful results (1); Manages ambiguity and complexity (1).

Functional Competencies:

• Analyzing (1) ; Learning and Researching (1) ; Planning and Organizing (1) ; Following Instructions and Procedures (1).

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For Every Child, a Champion

• The support provided by the WASH officer will enable the country office to achieve the WASH-related output results of the country programme.
• This, in turn, will contribute to the achievement of the outcome results of the country programme document.
• When done effectively, the achievement of the outcome results will improve child survival, growth and development, and reduce inequalities in the country.

How Can You Make a Difference?
Programme development and planning:

• Draft updates for WASH in the situation analysis, to inform the development of WASH-related outcome and output results. Research and report on trends in WASH, for use in programme development, management, monitoring, and evaluation.
• Contribute to the development/establishment of WASH-related outcome and output results, as well as related strategies, through analysis of WASH sector needs and priorities.
• Provide technical and administrative support throughout all stages of programming processes by executing/administering a variety of technical programme transactions, preparing materials/documentations, complying with organizational processes and management systems, to support progress towards the WASH-related outcome and/or output results in the country programme.
• Prepare required documentations/materials to facilitate review and approval processes.

Programme management, monitoring and delivery of results:

• Work collaboratively with colleagues and partners to collect/analyze/ share information on implementation issues, provide solutions on routine programme implementation and alert appropriate officials and stakeholders for higher-level interventions and/or decisions. Keep records of reports and assessments for easy reference and/or to capture and institutionalize lessons learned.
• Participate in monitoring and evaluation exercises, programme reviews and annual sectoral reviews with government and other counterparts and prepare reports on results for required action/interventions at the higher level of programme management.
• Monitor and report on the use of sectoral programme resources (financial, administrative and other assets), verify compliance with approved allocations, organizational rules, regulations/procedures and donor commitments, standards of accountability and integrity. Report on issues identified to enable timely resolution by management/stakeholders.
• Prepare sectoral progress reports for management, donors and partners.

Technical and operational support for programme implementation:

• Undertake field visits, PMVs and surveys as appropriate, collect and share reports with partners/stakeholders. Report critical issues, bottlenecks and potential problems to supervisor, for timely action.
• Provide technical and operational support to government counterparts, NGO partners, UN system partners and other country office partners/donors on the application and understanding of UNICEF policies, strategies, processes and best practices in WASH, to support programme implementation.

Humanitarian WASH preparedness and response:

• Draft requisitions for supplies, services, long-term agreements and partnership agreements to ensure UNICEF is prepared to deliver on its commitments for WASH in case of an emergency.
• Contribute to the coordination arrangement for humanitarian WASH, for instant robust coordination in case of an emergency.
• Take up support roles in an emergency response and early recovery, as and when the need arises.

Networking and partnership building:

• Build and sustain close working partnerships with government counterparts and national stakeholders through active sharing of information and knowledge to facilitate programme implementation and build capacity of stakeholders to achieve WASH output results.
• Draft communication and information materials for WASH programme advocacy to promote awareness, establish partnership/alliances and support fund-raising for WASH.
• Participate in inter-agency meetings on UNDAF planning, to integrate and harmonize UNICEF output results and implementation strategies with UNDAF development and planning processes.
• Research information on potential donors and prepare resource mobilization materials and briefs for fund raising and partnership development purposes.

Innovation, knowledge management and capacity building:

• Assist in the development, implementation, monitoring and documentation of WASH action research and innovation (technical or systems).
• Assist in the preparation of learning/knowledge products, covering innovative approaches and good practices, to support overall WASH sector development.
• Assist in creating and delivering learning opportunities for UNICEF WASH staff, to ensure our sector capacity remains up-to-date with latest developments.
• Participate as a resource person in capacity building initiatives to enhance the competencies of clients/stakeholders.

Recruitment Qualifications
To qualify as an advocate for every child you will have:

• An Advanced University Degree in one of the following fields is required: Public Health, Social Sciences, Behavior Change Communication, Sanitary Engineering or another relevant technical field.
• A minimum of two years of professional work experience in WASH-related programmes for developing countries is required.
• At least three years of experience of working in humanitarian settings and engagement in humanitarian response and preparedness.
• Developing country work experience and/or familiarity with emergency is considered an asset.
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Technical Qualifications:

• Rural water supply for low- and middle-income countries - including water safety, sustainability
• Rural sanitation for low- and middle-income countries, incl sustainability; applying CATS principles
• Urban sanitation for low- and middle-income countries, incl sustainability
• Handwashing with soap
• WASH-in-Schools and Health Centres
• Menstrual hygiene management
• National government WASH policies, plans and strategies
• Analysis of national budgets and expenditure for basic WASH, and related advocacy

For every Child, you demonstrate:

• UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA).
• The UNICEF competencies required for this post are.