Administrative Assistant, (GS-5) PPD Seoul, Republic of Korea

The Division of Public Partnerships (PPD) works to strengthen UNICEF's position as a partner of choice for children's rights among governments and public actors around the world. The Administrative Assistant performs general administrative support to the Head of Office, PPD Seoul Office by executing a broad variety of standardized administrative tasks for the respective section(s) requiring thorough knowledge of UNICEF administrative procedures, processes and policies.

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.

Purpose for the job: The Division of Public Partnerships (PPD) works to strengthen UNICEF's position as a partner of choice for children's rights among governments and public actors around the world. The Administrative Assistant performs general administrative support to the Head of Office, PPD Seoul Office by executing a broad variety of standardized administrative tasks for the respective section(s) requiring thorough knowledge of UNICEF administrative procedures, processes and policies.

Key functions, accountabilities and related duties/ tasks

Secretarial Support

• Arranges appointments and maintains the Head of Office's calendar, receives visitors, places and screens telephone calls and answers queries with discretion. Keeps lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps.
• Arranges meetings, both internal and external, some involving high-ranking officials, and takes minutes and/or notes of meetings.
• Drafts non-substantive correspondence ensures follow-up and prepares informal translations and may act as interpreter when necessary.

Administrative Support

• Under the overall guidance of the Head of Office, assists the operations duties to maintain proper segregated duties for the financial regulatory compliance.
• Ensure accurate and prompt filing for both analog and digital correspondences and documents, ensuring that all documents to be located and filed have been seen by relevant staff and have undergone necessary actions
• Receive, screen, forward all incoming mails, e-mails to UNICEF PPD Seoul account, and faxes, documents, pouch and publications, in a systematic manner.
• Provide travel assistance to staff 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. Assist in the preparation of budgets on travel costs and maintain travel budgetary control records.
• Monitor the utilization of all financial input requisitions and report to the Supervisor for necessary adjustments (over-utilization, shortage of funds, etc.) Familiarize with programme monitoring related instructions/tools and report to Supervisor for significant changes
• Invoice Processing: Responsible for collecting invoices and filing documents for approval and, thereafter raising requests for processing to the Global Shared Service Center (GSSC) through MyCase. Respond to client transaction status and other inquiries
• Facilitate the processing of contracts for consultants and external partners that provide a service to the office. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR's in VISION, and making necessary logistical arrangements. Arrange for the purchase and timely distribution of office supplies
• Verify and process goods receipts on PO and contracts in accordance with established guidelines. Raise funds commitment, purchase requisitions and provide back-up support for specific budget areas.
• Property management, office equipment, vehicles: Supports management of administrative supplies, office equipment and vehicles, 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.
• Maintain hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information
• Maintain attendance records / act as a leave focal point.
• Assist in ensuring efficient and conducive IT environment with the Global Help Desk. Provide on-site trouble-shooting.
• Liaise continuously with other offices within the organization on all budget and administrative matters to ensure compliance with UNICEF Financial Rules, Regulations, Policies, Procedures and Practices.
• Perform other duties, as required.

Contribution Management

• Assist in the review of files related to partner-funded programmes/projects as appropriate, regarding the final progress/utilization reports and financial statements. 
• Assist in organizing data and information on the funding from the Republic of Korea (RoK) in database and archives. Compile and analyze data on the contributions, reports, and prepares periodic and ad hoc reports as necessary on the income projections and current budget status. Respond to the donor queries on the data and prepare reports as necessary.
• Assist in the submission of donor reports, project documents, information materials and submissions to the RoK through liaising with the field office and review documents. Monitor report submission and support the field offices in case of extension.
• Complete other tasks as assignment by the Supervisor or other colleagues in the team.  
• Perform other duties as required.

Impact of Results

• Decides on action to be taken when acting on behalf of the Seoul office; Response to inquiries, and priority of incoming mail; Decides on action for incoming mail, drafting of letters, meeting of deadlines.
• All decisions could affect unit's work and especially its relations with partners. Recommendations and other performance duties could directly affect the work of the Seoul office, and consequently the efficiency of PPD
• Wrong approaches with partners, incorrect information provided would affect the organization's relations with them;
• Wrong data and material collected could lead to wrong conclusions and action, loss of funds and/or potential funding sources;
• Inefficient follow-up on services to partners would affect relations with them, and could lead to loss of funds;
• Insufficient control on quality and accuracy of documents/correspondence sent to partners would lead to serious embarrassment and strain relations with donors.
• Failure to proper segregated duties for the financial regulatory compliance will lead to the loss of credibility of the office
• The efficiency and effectiveness of support provided by the admin assistant ensures that a strong administrative platform is provided to the respective sections, which in turn affects the timely and accurate completion of the services provided by advisors and specialists in the team. 

Competencies and level of proficiency required (based on UNICEF Professional Competency Profiles)

Core Values

• Commitment
• Diversity and inclusion
• Integrity

Core competencies

• Communication (I)
• Working with people (II)
• Drive for results (I)

Functional Competencies:

• Analyzing (I)
• Learning & Researching (I)
• Planning and organizing (I)
• Following Instructions and Procedures (I)

Recruitment Qualifications

Education:

Completion of secondary education (e.g. High School Diploma) is a minimum requirement.  University degree or equivalent professional work experience in the office management and secretarial area, combined with post-secondary education at junior college level or vocational school, is preferred.  Knowledge of protocol is preferred. 

Experience: 

A minimum of five years of progressively responsible administrative support services is required. Passing of the GGST (Global General Service Test/UN ASAT) exam is an asset. Knowledge of protocol is preferred. Experience in international working environment is preferred.

Language Requirements: 

A high level of proficiency in both written and oral languages of English and Korean is required.

How to Apply

Applicants must submit an application letter with a completed UN Personal History Form available in UNICEF's website, and a curriculum vitae in Korean language by 7 March 2017. Only qualified applicants will be short-listed and notified further screening and interview.