Administrative Assistant GS-6 FT, Baghdad (for Iraqi national only)

Under the supervision and guidance of the supervisor, the administrative assistant supports the respective section through providing a range of procedural, administrative, and operational support in developing, implementing, executing and monitoring the administration unit’s responsibilities, ensuring effective and timely delivery that is consistent with UNICEF rules and regulations.

UNICEF works in 190 countries and territories to protect the rights of every child. UNICEF has spent 70 years working to improve the lives of children and their families. Defending children's rights throughout their lives requires a global presence, aiming to produce results and understand their effects. UNICEF believes all children have a right to survive, thrive and fulfill their potential – to the benefit of a better world.

For every child, results.

The Country Programme Action Plan (CPAP) is a four year framework that outlines how UNICEF and the Government of Iraq will work together to improve the situation of Iraqi children. UNICEF’s 2016-2019 CPAP was prepared in full consultation with the Government of Iraq, civil society, members of the international community, and media. In support of the National Development Plan 2013-2017 and the Kurdistan Regional Government's 'Vision 2020', the overall goal of the 2016 - 2019 country programme is to support the Government at national, regional and subnational levels to strengthen basic social service systems to reach the most vulnerable children and women, especially those affected by conflict and displacement

How can you make a difference?

Under the supervision and guidance of the supervisor, the administrative assistant supports the respective section through providing a range of procedural, administrative, and operational support in developing, implementing, executing and monitoring the administration unit’s responsibilities, ensuring effective and timely delivery that is consistent with UNICEF rules and regulations.

Summary of key functions/accountabilities:

1. Support to the operations section’s development, planning and execution:

• Provide operational support in planning, implementing, monitoring and reporting of the cross sectorial and institutional budgets: prepares detailed cost estimates and periodic monitoring reports, create Fund Commitments (FCs), review open commitments and follow up with the respective Operations sections and Field Offices on fund utilization.
• Carries out transactions in VISION ensuring operations results, activities and coding are as per annual work plans (AWPs), makes amendments and alterations as per section revisions when necessary.
• Monitors and tracks the efficient distribution of office furniture & equipment required for effective and efficient use by staff and UNICEF financial resources.

  2. Appropriate and consistent interpretation and application of administrative policy and procedures timely implemented to support operations at the country levels:

• Provides practical input on implementation of administrative and financial guidelines in PP&E management, in close coordination with the supervisor.
• Contributes to recommendations on the improvement of internal controls systems.
• Keeps supervisor abreast of potential problem areas, prepares reports on administrative matters as needed.
• Provides timely, consistent, and proactive support to visa issuance for UN staff and official travel.
• Assist in official travels and their settlements, gather information concerning the purpose of each travel, reserve and confirm travelling tickets and hotel accommodation and obtain necessary visas.

3.Support the Property, Plant and equipment management

• Supports management of the office furniture and equipment, update inventory records of items, assist with the office physical count exercises, ensure office assets are properly tagged and tracked in all UNICEF locations in Amman and at the camps.
• Assists the administrative officer in the Property Survey Boards submissions, and the execution of the PSB recommendations as approved by the head of the office.
• Carries out transactions in VISION pertaining registration of assets, assets capitalization, retiring and disposal, tracking the operations accounts expenditures, follow up on provision of funds, and monitor their availability status.

4.Management of Transport Operations:

• Under the general supervision of the Administrative Officer, serves as principal assistant for carrying out broad administrative support functions (maintenance of premises and equipment, travel and transportation, procurement and inventory control).
• Supervise transport operations which include: assignment of drivers and vehicles, checking vehicles, logs and mileage reports, keeping the mileage counted sheet for fuel consumption and vehicle repairs, making sure that vehicles are in operational conditions to ensure effective transport services to the office.

To qualify as a champion for every child you will have…

Education:Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization

Experience: A minimum of 6 years of progressively responsible administrative or clerical work experience is required.

Language Requirement: Fluency in English and in the local language of the duty station required.

For every Child, you demonstrate…

Our core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.

UNICEF is committed to diversity, gender equality and inclusion within its workforce, and encourages qualified candidates particularly females from all backgrounds to apply.