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, Care
How can you make a difference?
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. Therefore, 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 Associate at the G-6 level can be used in any UNICEF office, as the administrative focal point for a section that is not part of the office’s administration section. The Administrative Associate is accountable for both specialized and procedural communications, operational and administrative support services.
It is worth noting that this GJP covers a broad range of functions, however, depending on the context, the incumbent may focus on all, some, or only one or two areas with great depth. Therefore, if this is the case, this can be made clear in teamwork plans as well as individual performance plans. However, for the incumbent to meet the G-6 level of accountability, one, or a combination of the functions highlighted as “specialized” should encompass most of their overall time.
To fairly allocate the number of administrative associates assigned to each team in an office, careful consideration is to be taken with regards to volume of throughput e.g.:
– size of overall team
– size of budget
– amount of travel within the teams
– amount of consultant and institutional contracting and subsequent submissions to the contracts review committee (CRC)
Purpose for the job:
Under the supervision and guidance of the supervisor, the Administrative Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.
Key functions, accountabilities, and related duties/tasks
Administrative Duties
Travel
Provides travel assistance to staff members for travel arrangements and entitlements based on the organization’s rules and policies. 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, and 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.
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, forward to Finance for payment
Responds to client transaction status and other inquiries.
Supplies/Equipment
Supports management of administrative supplies, office equipment, and updating inventory of items (Asset Focal person).
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.
Other responsibilities
The position has a supervisory of 3 drivers and the incumbent will ensure timely and effective performance management of staff, providing practical advice and guidance to ensure individual and team objectives are met…
Supply Chain Service Delivery and Response
Planning:
• In consultation with supervisor, provide input to the Country Programme Action Planning on Supply requirements for the Plan of Operations and Annual Work Plans.
• Support supply emergency preparedness and response activities including establishment of Long-Term Arrangements (LTAs), Logistics Capacity Assessment and Contingency Plan update, and pre-positioning of stock.
Procurement/contracting:
• Work closely with South Africa Office (Pretoria Supply Hub)
• Provide input to and advice on the annual supply plan.
• Participate in market research in relevant areas for UNICEF and advice on best approaches to obtain best value for money and sustainable procurement
• Ensure establishment of Long-Term Arrangements (LTAs) and act on specific procurement
requisitions as might be required.
• Prepare and process Request for Quotations (RFQs), Invitations to Bid (ITBs) and Requests for Proposals (RFPs), as might be requested by the Supervisor.
• Organize bid openings and conduct technical and financial analysis of offers as might be required.
• . Maintain highest level of integrity, ethical standards, and accountability in the procurement of goods, contracting of services and construction work.
• Prepare requests for award including submissions to Contract Review Committee.
• Prepare purchase orders and contracts in SAP (ERP – Enterprise Resource Planning system), and submit for relevant approvals, ensuring completeness of documentation in UNICEF systems.
• Keep stakeholders/partners informed on the progress. Liaise with suppliers, ensuring timely follow-up on delivery schedules Implement appropriate vendor management practices e.g., supply performance reviews.
• Ensure appropriate filing of procurement cases and maintain up to date records for future reference including for audit.
In-country logistics:
• Liaise with programme colleagues and using supply dashboards to ensure pipeline monitoring and establishment of appropriate logistics capacity.
• Monitor progress of offshore and/or regional procurement and take action to ensure timely customs clearance of supplies entering the country.
• Provide specialized support in logistics, following standard processes and contributing, directly or indirectly, to the effective delivery of programme supplies. Liaise with internal and external stakeholders to support logistics operations management and contribute to effective service delivery. · ·
• Manage documentation processing for execution of logistics operations (e.g., customs clearance, invoice verification), and take appropriate actions to resolve operational issues, escalating complex issues to the supervisor.
• Participate in events/meetings that build partnerships and collaborative relations with UN.
• Follow up with SD and UNICEF freight forwarders as needed on timely delivery/shipment of PS orders. ·
• Maintain up-to-date files for all Procurement Service transactions, including a system for monitoring the different stages of each transaction. 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.
To qualify as an advocate for every child you will have…
- Completion of Eswatini General Certificate of Secondary Education (SGCSE) supplemented with formal training at university level in Business administration, Accounting, Supply chain and Operations management
Experience: - A minimum of 6 years of relevant administrative or clerical work experience is required.
- Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.
For every Child, you demonstrate…
UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values
UNICEF competencies required for this post are…
Core Competencies (For Staff with Supervisory Responsibilities)
Nurtures, Leads and Manages People (1)
Demonstrates Self Awareness and Ethical Awareness (2)
Works Collaboratively with others (2)
Builds and Maintains Partnerships (2)
Innovates and Embraces Change (2)
Thinks and Acts Strategically (2)
Drive to achieve impactful results (2)
Manages ambiguity and complexity (2)
During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.
UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.
We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.
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 is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. 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:
UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable candidates are encouraged to apply.
UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.
Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
Advertised: 29 May 2023 South Africa Standard Time
Deadline: 12 Jun 2023 South Africa Standard Time
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