Internal Advertisement - Administrative Associate-Travel GS6 Fixed Term Appointment- Port Sudan #8691

Under the supervision and guidance of the supervisor, the Administrative Associate is responsible for executing a broad variety of procedural and specialized complex administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

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 for as long as we are needed. 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 professional and personal development that will help them reinforce a sense of purpose while serving children and communities across the world. We welcome everyone who wants to belong and grow in a diverse and passionate culture, coupled with an attractive compensation and benefits package.

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

For every child, the right to Future

II. Organizational Context and Purpose for the job

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. This is why 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 team work 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 the majority 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

- Travel and air ticketing management , invoice reconciliation and payment processing.

- 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 complex administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

III. Key functions, accountabilities and related duties/tasks

1.          Budget Monitoring (specialized)

•Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.

•Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.

•Prepares and maintains records, documents and control plans for the budget monitoring of project/programme implementation.

•Carries out transactions in VISION pertaining to grants for Incumbent`s section such as registering grant allotments and tracking expiring programme grants.

2.          Administration section Planning & Project Management (specialized)

•Ensures the availability of timely, complete and accurate information and data for preparing section work plans and project management plans.

•Undertakes basic research and performs comparative analysis of administrative related data.

•Monitors project implementation against established milestones and make recommendations to improve performance.

•Help ensure timely compliance with agreed deadlines.

•Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information.

3.          Procurement

•Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DPC.

•Facilitates 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.

4.          Communications & Workflow

•Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.

•Manages incoming and outgoing correspondence, e-mails and telephone calls.

•Communicates routine and some non-routine information pertaining to the work of the team.

•Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate.

5.          Calendar/Meetings/Correspondence Management

•Maintains office calendar and arranges meetings.

•Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.

6.          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 to the intranet.

•Prepares and maintains agendas on meetings and events related to the work group commitments.

7.          Travel

•Travel and air ticketing management , air ticket invoice  payment reconciliation and processing 

•Provides travel assistance to staff in line with organizational rules and policies, ensuring accurate travel arrangements and entitlements.

•Coordinates with designated travel focal points and uses the appropriate systems to secure optimal services and competitive pricing for all official travel.

•All administrative transactions and arrangements of contracts satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations.

•Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.

•Contributes to the reviews of contractual arrangements related to administrative support (i.e. courier, premises maintenance, ancillary administrative support, vehicle maintenance, equipment maintenance etc.) to ensure that the terms and conditions of all contracts are being adhered to by providers of goods and services. Proposes to supervisor any changes that may be required. 

•Monitors payments against contractual obligations

8.          Invoice Processing

•Responsible for collecting invoices and filing documents for approval and, onwards processing in VISION.  

•Uploads electronic files and verifies results to destination system.

•Responds to client transaction status and other inquiries.

9.          Supplies/Equipment

•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.

•Responsible for the purchase and timely distribution of office supplies.

•Assist with annual physical inventory of all expendable and non-expendable items in office; Identify and recommend replacement/disposal of equipment and supplies.

10.        Attendance

•Maintains and updates a system which monitors the absence of staff as and if needed.

IV. Impact of Results

In addition to the impact at the, a G-6 staff member is predominantly accountable for applying a broad range of specialized administrative rules and procedures in the coordination of administrative support to the team served. Efficiently initiating, monitoring and ensuring the provision of administrative service allows the professional staff of the organization to focus on substantive core work. This may include supervisory responsibilities with accountability for the work of administrative assistants, temporary staff and/or consultants.

Administrative Associates represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests. External contacts include counterparts in international organizations, bi-lateral and multi-lateral institutions and national governments to organize meetings, workshops and conferences.

V. Capabilities Required

1.          Project Management

•Create project plans, objectives and deliverables 

•Track and organize resources like time, budget, and team efforts 

• Identify and report potential risks for further guidance 

2.          Collaboration

•Navigate organizational dynamics and adapt behavior to respond to different situations 

•Choose appropriate words, tone and tailors' messages respectfully and persuasively to suit different audiences 

•Write clear, concise and well-structured reports and documents using appropriate language 

•Pay close attention to what others are saying, asking questions for clarification 

•Present ideas and information clearly in front of groups 

3.          Problem Solving

•Analyze data, identify trends, patterns and anomalies 

•Evaluate information, analyze problems, identify underlying causes and risks 

•Summarize and communicate findings, focusing on actionable insights to support decision-making 

•Make decisions in time-sensitive situations, even with incomplete information 

•Assess the potential impact of solutions (costs, benefits and risks)

4.          Digital Dexterity

•Utilize AI-powered tools and platforms to automate data analysis 

•Apply prompts to improve the quality of reports and data, ensuring alignment with internal regulations and policies 

•Use specialist technology business systems and software 

•Analyze and summarize data from various business systems to generate reports and insights

VI. UNICEF values and competency Required (based on the updated Framework

Core Values

•            Care

•            Respect

•            Integrity

•            Trust

•            Accountability

•            Sustainability

Core Competencies for Staff without Supervisory Responsibilities

•            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)

•            Drives to Achieve Impactful Results (1)

•            Manages Ambiguity and Complexity (1)

*The 7 core competencies are applicable to all employees. However, the competency Nurtures, Leads and Manages people is only applicable to staff who supervise others

II. Recruitment Qualifications

Education:    

Completion of secondary education is required.Any Certification in Administration is desirable

Any travel ticketing and booking certification is an added advantage

Experience:  

Minimum six years of progressively responsible administrative or clerical work experience required

Prior experience in travel coordination, ticketing, or administrative support is an asset.

Experience handling domestic and international travel arrangements.

Proficiency in Global Distribution Systems (GDS) such as Amadeus, Sabre, or Galileo. Familiarity with travel booking platforms.

Understanding of airline fare structures, visa requirements, and travel policies.

Experience in the UN Common system or an international organization is desirable

OR

A bachelor’s degree in social sciences, business management, administration, finance or any other relevant field of discipline.  from a recognized academic institution in a field

relevant to the position may replace three years of related work experience. A master’s degree may

replace an additional two years of experience.

Language Requirements:   

Fluency in English and Arabic is required. Knowledge of another official UN language (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

Familiarize yourself with our competency framework and its different levels.

UNICEF promotes and advocates for the protection of the rights of every child, everywhere, in everything it does and is mandated to support the realization of the rights of every child, including those most disadvantaged, and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, minority, or any other status.

UNICEF encourages applications from all qualified candidates, regardless of gender, nationality, religious or ethnic backgrounds, and from people with disabilities, including neurodivergence. We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF provides reasonable accommodation throughout the recruitment process. If you require any accommodation, please submit your request through the accessibility email button on the UNICEF Careers webpage Accessibility | UNICEF. Should you be shortlisted, please get in touch with the recruiter directly to share further details, enabling us to make the necessary arrangements in advance.

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 based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities. 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, and selected candidates with disabilities may be requested to submit supporting documentation in relation to their disability confidentially.

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 is committed to fostering an inclusive, representative, and welcoming workforce. For this position, eligible and suitable [female] 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.