Administrative Assistant (GS-5) FTA, No. 102905, Havana CUBA

Unicef en Cuba ¿Le gustaría trabajar con nuestro equipo para generar cambios positivos en la vida de niños, niñas y adolescentes? Esta puede ser una oportunidad. La Oficina de Unicef en Cuba anuncia su Convocatoria para ocupar la vacante de Asistente Administrativo/a en su Oficina. Le invitamos a consultar la Descripción del Perfil y los requerimientos para su postulación. Te animamos a consultar si cumples los requerimientos anunciados. !Tú puedes ser parte de nuestro equipo y trabajar a favor de la infancia y la adolescencia en el país! UNICEF tiene una política de tolerancia cero con respecto de cualquier conducta incompatible con los propósitos y objetivos de las Naciones Unidas, incluyendo explotación sexual y abuso, acoso sexual, abuso de autoridad y discriminación. Asimismo, UNICEF se adhiere a estrictos principios para la salvaguarda de la niñez. Las personas seleccionadas estarán sujetas a un riguroso proceso de verificación de antecedentes y referencias, y se espera se adhieran a los estándares y principios de UNICEF.

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, results

Strategic office context:

Cuba Program Priorities and Partnerships

The program is aligned with three of the four results of the Framework of United Nations Cooperation for Sustainable Development 2020-2024 and with the goals and objectives of the 2030 Agenda for Sustainable Development. The program will be implemented through strategic partnerships with the Government national and territorial level, academic institutions, civil society organizations civilian and other United Nations organizations, under the direction and coordination of the Cuban Ministry of Foreign Trade and Foreign Investment.

UNICEF Cuba program will focus on three priority areas, identified in consultation with national entities and that will be aligned with the National Development Plan Economic and Social until 2030, the Sustainable Development Goals and three of the five goals of the UNICEF Strategic Plan 2018-2021:

•             Every child survives and thrives

•             Every child learns

•             Every child is protected from violence and the exploitation and

•             Program effectiveness

To support the Programme Effectiveness component, Cuba Operations Team will provide technical and strategic assistance to support the program implementation and management.

How can you make a difference?

Purpose for the job:

Under the supervision and guidance of the supervisor Operations Officer (NO-2 level), the Administrative Assistant (G-5 level) is responsible for executing a broad variety of tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.

The Administrative Assistant as part of the CO Operations Team will support the Programme Effectiveness component which incorporates elements of program coordination, logistics and procurement of supplies, monitoring and evaluation, communication, gender mainstreaming, resource mobilization strategy, knowledge management, and preparation and response to disasters due to their impact on the rest of the programmatic components. Its main objective is to integrate actions and strategies into the achievement of results and ensuring availability and optimal use of resources.

Key functions, accountabilities and related duties/tasks:

Procurement for services

• Facilitates the processing of contracts for external partners that provide a service to the section and the Programme. This includes revision of service planning, revision of Terms of Reference, , completing necessary forms and templates, and making necessary logistical arrangements.

• Maintains up-to-date vendor lists, partners, and roster of providers.
• Provide administrative support for the strategic vision of service procurement to the Programme.
• Performs transactions related to service procurement in SAP system.

General Administrative duties

Events/Logistics

• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• 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.

Travel

• Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies.
• Briefs/de-briefs staff members on issues relating to related administrative matters such as security clearance, and documentation procedures based on the Accountability Framework of the office.
• 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, acting as travel administrator in SAP.
• Assists in the preparation of budgets on travel costs.
• Monitors travel certification and report back to the team.

Invoice Processing, as a back up

• Responsible for collecting invoices and digitaly filing documents for approval and thereafter processing in VISION.
• Uploads electronic financial files and cases and processing in SAP.
• Liaise with GSSC on case follow up.

Property management, office equipment and vehicles

• 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.
• In charge of fleet coordination and supervision with the guidance of the Operations Officer

  Greening activities

• Participation in the development and implementation of agreed greening actions/activities.
• Monitoring and reporting of environmental footprint indicators and make recommendations.

Impact of results

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

Administrative Assistant 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.

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. 
• Languages: Fluency in Spanish and English 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

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 (8) (Nurtures, leads and manages people) for supervisory role]

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. 

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 living with any disability, gender diversity are encouraged to apply.

UNICEF appointments are subject to medical clearance.  Appointments are also 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 cancelled.

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.

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.