Administrative Assistant, (G-5), TA (until 31 December 2024) Post # 127929, Innovative Finance for Children (IF4C), PFP, Geneva, Switzerland

UNICEF works in a few of the world’s hardest locations, to succeed in the world’s most deprived youngsters. To avoid wasting their lives. To defend their rights. To assist them fulfill their potential. Throughout 190 international locations and territories, we work for each little one, in all places, on daily basis, to construct a greater world for everybody.

And we by no means quit.

The Modern Finance for Kids (IF4C) Unit within the Division of Non-public Fundraising and Partnerships (PFP), based mostly in Geneva, allows, drives, and accelerates revolutionary different financing and funding options for youngsters in partnership with the Non-public Sector by way of initiatives that entice investments for local weather change, surroundings, and catastrophe threat discount.

For each little one, a Champion

UNICEF seeks to rent an Administrative Assistant who will present administrative assist to the PFP IF4C Group and the Principal Adviser. Along with the generic administrative features and relying on the wants of the unit, the position may even embody further specialised assist features.

How are you going to make a distinction?

Workplace Planning & Mission Coordination

• Ensures the provision of well timed, full, and correct info and information for making ready part work plans and undertaking administration plans. 
• Helps guarantee well timed compliance with agreed deadlines. 
• Works with undertaking lead(s) to make sure environment friendly coordination and communication between all stakeholders.
• Attends related undertaking conferences, appearing as rapporteur when mandatory.
• Initiates administrative actions associated to the engagement of Consultants, Interns, and Volunteers together with acquiring all related paperwork, initiating recruitment actions for Consultants in VISION, and processing Journey Authorizations.

Funds Monitoring

• Screens budgets and monetary expenditures of part, guaranteeing compliance with UNICEF guidelines and rules, retaining supervisor knowledgeable and suggested on actions for resolution/observe up. 
• Gives assist on funds revision/preparation, implementation standing, dedication place of funding utilization, operational, and monetary closure.  
• Carries out transactions in VISION pertaining to grants for his/her part resembling registering grant allotments and monitoring expiring program grants.  

Procurement  

• Helps managers within the means of PCA/SSAs in step with SD & DHR insurance policies and steering.
• Facilitates the processing of contracts for particular person and institutional distributors, consultants, and exterior companions. This consists of making ready paperwork, finishing kinds and templates, importing TORs in VISION, and making mandatory logistical preparations. 
• Maintains up-to-date vendor lists, companions, and advisor rosters. 

Bill Processing 

• Collects invoices, information paperwork for approval and, thereafter processing in VISION. 
• Uploads digital information and verifies outcomes to the vacation spot system. 
• Responds to vendor transaction standing and different inquiries. 

  Communications & Workflow  

• Facilitates the communications and workflow of the workforce to reinforce the effectivity, timeliness, and transparency.  
• Manages incoming and outgoing correspondence, e-mails, and phone calls. 
• Establishes and maintains the workplace submitting and reference techniques, each conventional and digital; and ensures the inter/intra-net web sites are updated and correct, together with WeShare. 

Calendar/Conferences/Correspondence/Occasions Administration 

• Maintains workplace calendar and arranges conferences.
• Takes minutes of conferences, guaranteeing accuracy, consideration to element, and coherence.  
• Leads logistical preparations, by way of partaking with facilitators, caterers, and hosts.  
• Arranges occasions by liaising with contributors over availability. 
• Liaises with funds focal factors and part over occasion/assembly prices and desires. 
• Prepares background supplies for contributors and uploads cleared supplies on the intranet. 
• Prepares and maintains agendas on conferences and occasions associated to the work group commitments. 

Correspondence and Communication

• Identifies and extracts info from varied sources to assist the workforce put together briefing notes and/or summaries for inclusion in correspondence and stories.
• Drafts correspondence based mostly on first-hand information of labor schedule or occasions, tough notes, or verbal directions, for the supervisor’s approval.
• As required, overview outgoing correspondence for composition and elegance in addition to grammatical accuracy, factual correctness, and adequacy of therapy in addition to adherence to PFP/UNICEF procedures.
• Establishes inner monitoring techniques and procedures for correspondence and paperwork.

Journey

• Gives journey help to employees within the part for journey preparations and entitlements based mostly on the group’s guidelines and insurance policies. Liaises with related journey focal factors to make sure that the group obtains the very best service and worth for all journey.
• Briefs/de-briefs employees members on points referring to associated administrative issues resembling visas, safety clearance, and documentation procedures.
• Extracts, inputs, maintains, and verifies the correctness of journey data within the group’s journey system to make sure correct transactions associated to journey prices and employees journey.
• Assists within the preparation of budgets for journey prices and maintains the journey plan and budgetary management data. Screens journey expenditures for workforce members and spotlight problems with concern.
• Screens journey certification and report again to the workforce.

Specialised Assist Capabilities

• Present administrative assist to the IF4C Principal Adviser, such journey help, administration of the agenda and documenting conferences when wanted, together with the IFC Administrators assembly.
• Help in monetary modelling and evaluation to evaluate the monetary viability and potential returns of revolutionary financing initiatives.
• Conduct analysis on potential alternatives throughout the UNICEF revolutionary finance ecosystem.
• Assist useful resource mobilization efforts for PFP IF4C tasks and initiatives.

Human Assets

• Helps drafting emptiness bulletins for positions inside his/her workplace for overview by the supervisor to assist entice perfect candidates. 
• Liaises with candidates within the varied phases of the recruitment course of. 
• Coordinates the scheduling of interviews and technical assessments. 

Assist information constructing and information sharing

• Gives procedural recommendation to unit/part employees and prepare new employees on workplace/part/unit strategies and procedures, and on the usage of varied pc functions.
• Develops and preserve part’s/unit’s submitting, doc/info retrieval, and reference techniques.

DELIVERABLES:

• Present mandatory administrative features for distributors, consultants, and employees members within the PFP IF4C workforce together with invoicing, receipts, contracts, and so forth.
• Administration of administrative features utilizing the VISION system.
• Proactive funds administration, escalating discrepancies and highlighting beneath / over- spends.
• Present undertaking coordination and ad-hoc specialised assist throughout the workforce the place mandatory.
• Handle journey requests, plans, and claims effectively.

Estimated Period of the contract

• 364 days

Reporting To:

• Chief Modern Various Finance for Kids

Working Place:

• Geneva, Switzerland.

To qualify as a champion for each little one you’ll have…

Training:

• Completion of secondary training is required, ideally supplemented by technical programs to the scope of the job.

Expertise:

• A minimal of 5 years of progressively accountable work expertise in administration, human assets, and/or finance work is required.
• Proficiency in the usage of customary MS Workplace functions, notably Excel, together with Groups and planner features is required.
• Potential to make use of UNICEF SAP/ERP techniques (VISION) is an asset.
• Expertise in managing or monitoring budgets is required.
• Expertise in advertising and marketing, fundraising, or planning will likely be an asset.
• Earlier expertise with the non-public sector and/or nationwide committees will likely be an asset.
• Expertise with UN and/or UNICEF rules and guidelines, together with administrative procedures will likely be an asset.

Language necessities:

• Fluency in English is required. Information of one other official UN language (Arabic, Chinese language, French, Russian, or Spanish) or a neighborhood language is an asset.

For each Baby, you show…

UNICEF’s Core Values of Care, Respect, Integrity, Belief and Accountability and Sustainability (CRITAS) underpin all the things we do and the way we do it. Get acquainted with Our Values Constitution: UNICEF Values

The UNICEF competencies required for this publish are…

• Demonstrates Self Consciousness and Moral Consciousness (1)
• Works Collaboratively with others (1)
• Builds and Maintains Partnerships (1)
• Innovates and Embraces Change (1)
• Thinks and Acts Strategically (1)
• Drives to attain impactful outcomes (1)
• Manages ambiguity and complexity (1) are required.

Through the recruitment course of, we take a look at candidates following the competency framework. Familiarize your self with our competency framework and its completely different ranges: competency framework here.

UNICEF is right here to serve the world’s most deprived youngsters and our international workforce should mirror the range of these youngsters. The UNICEF family is committed to include everyone, regardless of their race/ethnicity, age, incapacity, gender id, sexual orientation, faith, nationality, socio-economic background, or some other private attribute.

We provide a wide range of benefits to our staff, together with paid parental depart, breastfeeding breaks, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the usage of versatile working preparations.

UNICEF has a zero-tolerance coverage on conduct that’s incompatible with the goals and aims of the United Nations and UNICEF, together with sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. UNICEF is dedicated to advertise the safety and safeguarding of all youngsters. 

Remarks:

UNICEF appointments are topic to medical clearance.  Issuance of a visa by the host nation of the obligation station, which will likely be facilitated by UNICEF, is required for IP positions. Appointments are additionally topic to inoculation (vaccination) necessities, together with in opposition to SARS-CoV-2 (Covid). Must you be chosen for a place with UNICEF, you both should be inoculated as required or obtain a medical exemption from the related division of the UN. In any other case, the choice will likely be cancelled.

UNICEF additionally adheres to strict little one safeguarding rules. All chosen candidates will endure rigorous reference and background checks and will likely be anticipated to stick to those requirements and rules. Background checks will embody the verification of educational credential(s) and employment historical past. Chosen candidates could also be required to supply further info to conduct a background verify.

Authorities workers which might be thought of for employment with UNICEF are usually required to resign from their authorities earlier than taking over an task with UNICEF. UNICEF reserves the fitting to withdraw a proposal of appointment, with out compensation, if a visa or medical clearance is just not obtained, or mandatory inoculation necessities should not met, inside an inexpensive interval for any cause.

Normal Service Workers are recruited regionally. Candidates should be in possession of an present work allow or be a resident/citizen of Switzerland and/or a commuting space to be thought of eligible for this place. 

Solely shortlisted candidates will likely be contacted and advance to the following stage of the choice course of.