Logistics/Administrative Associate, GS-6, FT, Supply Division, Supply Hub, Outposted to Ethiopia (Open to Ethiopian Nationals Only)

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.
UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, Full potential

How can you make a difference?

Under the supervision of the Senior Supply Advisor, the Logistics/Administrative Associate performs all administrative activities as presented below:

Office Planning & Project Management

• Ensures the availability of timely, complete, and accurate information and data for preparing the Hub’s work plan.
• Helps ensure timely compliance with agreed deadlines.
• Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation, KPI information.
• Support to file management as related to the Project Review Board and general document management of the Procurement Services Centre.
• Support to create, maintain and monitor the Hub’s work plans, organize meetings with relevant PS units and other Centers for work planning discussions and progress.
• Act as the Hub’s focal point for planned events and the planning calendar, including administrative and travel logistic support.
• Ensure the establishing and maintaining of relevant guidance and policy documents, including on SAP reports, key performance indicators and supply chain monitoring.
• Make staff aware of any relevant changes in policy.

Logistics

• Monitors the PS shipment by using dashboards such as the Goods in Transit.
• Provides a weekly update to all regional offices, once cleared by the supervisor, with regards to the PS Goods in Transit.

Calendar/Meetings/Correspondence Management

• Maintains the Hub’s calendar and arranges meetings along with consolidation of agenda.
• Takes minutes of meetings, ensuring accuracy, attention to detail and coherence and following up on implementation of action points.

Human Resources

• Personnel administration, including consultants and individual contractors.
• Following up with supervisors and staff that all PERs and related discussions are completed on time and documented.
• Monitors daily attendance of Hub’ staff and validates monthly absence reports as Attendance Focal Point.
• Management of consultancy contracts and service providers, by assisting in procurement, raising requisitions, contracts, and payment of invoices into UNICEF’s ERP.
• Onboarding of new staff members & consultants, including admin arrangements and ensuring access to the system.
• Facilitates the processing of contracts for consultants and external partners that provide a service to the Hub. This includes preparing and filing documents, completing necessary forms and templates, uploading ToR’s in VISION, and making necessary logistical arrangements.
• Monitoring contract status, documentation, and expiration.
• Following up with Supervisors of Contractors / Consultants for end evaluation completion and closure of contracts.
• Maintains up-to-date vendor and consultant rosters.

Events

• Supports 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 unit and Centre over costs and needs.
• Assists in the preparation of background materials for participants.
• Prepares and maintains agendas on meetings and events related to the Hub’s commitments.

Travel

• Provides travel assistance to staff members in the Hub 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, and documentation procedures.
• Assists in the preparation of Quarterly Travel Plan.
• Monitors travel authorization and certification and report back to the team, as applicable.
• Support the organization of external and internal visits and events organized by the Centres (e.g., booking of venues, hospitality requests, etc.).

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.
• Monitors and supervises adequate and appropriate use of supplies.
• Arranges for the requisition and timely distribution of supplies in the Centre.

Attendance

• Acts as the Attendance Focal Point of the Hub and maintains and updates a system which monitors the absence of staff.

To qualify as an advocate for every child you will have…

The following minimum requirements:

Education:

Completion of secondary education and supplemented by relevant trainings is required.

Further desirables a Bachelor’s degree in related discipline such as administration, management, supply chain management, logistics, engineering. A masters’ degree will be a plus.

Work Experience:

A minimum of 5 years of progressively responsible administrative work experience is required. In addition, experience working in logistics is a plus.

Language Requirements:

Fluency in English and local language of the duty station is required. 

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

The UNICEF competencies required for this post are…

(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others [add the 8^th competency (Nurtures, leads and manages people) for a supervisory role]. 

Familiarize yourself with our competency framework and its different levels.

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 does not hire candidates who are married to children (persons under 18). 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 promoting the protection and safeguarding of all children. All selected candidates will 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.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable candidates are encouraged to apply.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions 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. 

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.