Snr. Administrative Assistant

VACANCY ANNOUNCEMENT : Snr. Administrative Assistant, Job Level: G-7, End Violence Against Children, UNICEF HOSTED FUNDS

VACANCY ANNOUNCEMENT : Snr. Administrative Assistant, Job Level: G-7, End Violence Against Children, UNICEF HOSTED FUNDS

The Global Partnership and Fund to End Violence Against Children (EVAC), of which UNICEF is a part, supports the efforts of multiple stakeholders in seeking to prevent violence, protect childhood and help make societies safe for children.  It does so by working together to accelerate action to tackle violence at country level; strengthening collaboration among and between countries and with civil society and other stakeholders; and by building and sustaining political will to achieve the SDGs, particularly 16.2, promoting evidence-based strategies that will lead to significant, sustained and measurable reductions in violence.  A multi-donor Fund, reporting to a steering committee, has been created to support the activities of EVAC.  The Partnership is supported by a small secretariat, housed at UNICEF and by a challenge fund, which has been established by the Government of the UK to catalyze action at country level.

Job organizational context

The Senior Administrative Assistant will work under the direct supervision of the Senior Adviser (Chief of Office) and in close coordination with the staff members of EVAC and the Partnership Team under the overall guidance of the Director.

Purpose for the job

The Snr. Administrative Assistant will be responsible for carrying out a variety of specialized tasks in finance, administration, and human resources functions, ensuring accurate and timely delivery in compliance with UNICEF Financial, HR and administrative rules and regulations, whilst demonstrating the capacity to research, adapt and evaluate irregular cases, and also to recommend improvements to process delivery and design.

Key Accountabilities, Duties and Tasks

1. Strategic Planning

Participates in the strategy, development, planning and preview/review meetings, to identify staffing and administrative operational requirements.  Contributes to and assists in the consolidation and preparation of the finance, budget and administrative components of the Business Plan and Annual Work Plan.  Contributes to the preparation of required job descriptions with accompanying justification and documentation.

1. Compliance and Internal Control

Monitors compliance with all operational systems and procedures and ensures integrity in all financial and other administrative operations of the office.  Provides accurate administrative/HR/Finance information, interpretation and application, based on the technical knowledge of UNICEF’s administrative policy, procedures, rules and regulations.  Advises on corrective measures to be taken and establishes relevant internal controls.

3. Budget Management and Monitoring

In assisting in the planning, identification, allocation, monitoring, donor reporting and day-to-day management of all budgets allocated to the EVAC Secretariat and Fund Unit, the Snr. Administrative Assistant carries out the following duties in accordance with the financial rules and regulations:

1. Advises and assists on all aspects related to the preparation of budget reports, such as project utilization reports against Annual Work Plan (AWP) and Business Plan.  Prepares detailed cost estimates, and participates in budget analysis.
2. Establishes and maintains internal budget control systems.  Verifies and reconciles expenditures/allocations, etc. against VISION reports.
3. Undertakes daily maintenance of budget.  Carries out transactions in VISION ensuring programme results, activities and programme coding are as per the AWP.  Monitor and advise budget owners on financial status of projects and potential over expenditures and recommend possibilities for reallocation to ensure the optimum use of available funds.
4. Facilitate the processing of contracts for consultants, institutions and external partners. Ensure all transactions and arrangements on contracts are in compliance with the applicable policies, procedures, rules and regulations.  Verify and process payment requests for consultants/vendors and reimbursement to staff in accordance with established guidelines. 
5. Researches, analyses, verifies and synthesizes and compiles qualitative and quantitative data and information from a variety of sources on subject matters relevant to the work of the Partnership Secretariat and Fund Unit to facilitate the preparation of periodic or ad-hoc financial reports, donor reports, working papers and presentations.   Review for accuracy and financial control.
6. Processes year-end closure of accounts and prepares reports related to accounts receivable/payable, prepayments, etc.
7. Keeps supervisor abreast of potential problems areas, makes recommendations, propose solutions, etc.

4. Budget Management and Monitoring

In assisting in the planning, identification, allocation, monitoring, donor reporting and day-to-day management of all budgets allocated to the EVAC Secretariat and Fund Unit, the Snr. Administrative Assistant carries out the following duties in accordance with the financial rules and regulations:

1.  Advises and assists on all aspects related to the preparation of budget reports, such as project utilization reports against Annual Work Plan (AWP) and Business Plan.  Prepares detailed cost estimates, and participates in budget analysis.
2.  Establishes and maintains internal budget control systems.  Verifies and reconciles expenditures/allocations, etc. against VISION reports.
3.  Undertakes daily maintenance of budget.  Carries out transactions in VISION ensuring programme results, activities and programme coding are as per the AWP.  Monitor and advise budget owners on financial status of projects and potential over expenditures and recommend possibilities for reallocation to ensure the optimum use of available funds.
4.  Facilitate the processing of contracts for consultants, institutions and external partners. Ensure all transactions and arrangements on contracts are in compliance with the applicable policies, procedures, rules and regulations.  Verify and process payment requests for consultants/vendors and reimbursement to staff in accordance with established guidelines. 
5.  Researches, analyses, verifies and synthesizes and compiles qualitative and quantitative data and information from a variety of sources on subject matters relevant to the work of the Partnership Secretariat and Fund Unit to facilitate the preparation of periodic or ad-hoc financial reports, donor reports, working papers and presentations.   Review for accuracy and financial control.
6.  Processes year-end closure of accounts and prepares reports related to accounts receivable/payable, prepayments, etc.
7. Keeps supervisor abreast of potential problems areas, makes recommendations, propose solutions, etc.

5. Human Resources

Under the supervision and guidance of the Chief of Office provides administrative, procedural and operational support and assistance to the efficient implementation of a range of Human Resources functions for all categories of staff in the office, ensuring accurate and timely delivery, whilst promoting a client-based, quality and results orientated approach to the unit and ensuring compliance with UNICEF HR rules and regulations. 

1. Supports timely and efficient screening of applications for minimum eligibility, taking into account qualifications, competencies, and post requirements.  Liaises with candidates in the various stages of the recruitment process.  Records and maintains recruitment files.
2. Liaises with GSSC and NY HR Liaison Office on incoming/outgoing staff members and all HR-related matters.

3. Advises and assists staff, experts and consultants on administrative and personnel matters, e.g. allowances, claims/services, documentation procedures, etc.

    

    

    

6. Office Services/Property Management/Office Equipment

Procures office equipment.  Monitors and supervises adequate and appropriate use of supplies.  Ensures services and maintenance of equipment are up to date and are in accordance with organizational standards.   Ensures the provision of basic offices services, including space management, equipment, communications to enhance staff safety and productivity.

1.  Oversight

May supervise clerical and support staff, and coordinate the administrative support of the office.  Verifies that the work is done in accordance with UNICEF standards and within established deadlines; monitors work progress and cases of priority and concern to the supervisor.

1.  Performs other duties, as required/assigned by supervisor to ensure the smooth functioning of the office. 

Qualification of Successful Candidate
Education:   Completion of secondary education is required with professional/university level courses in administration, finance or any other related field of discipline relevant to the job is an asset.

Experience:  Seven years of relevant professional work experience with both national and international work experience in office management, administration, finance, accounting, human resources, supply or any other relevant function.

Language Requirements:  Fluency in English, knowledge of another UN language an asset.

Competencies of Successful Candidate

Core Values

• Commitment
• Diversity and inclusion
• Integrity

Core competencies

• Communication (II)
• Working with People (II)

• Drive for Results (II)

Functional Competencies:

• Analyzing (II)
• Applying Technical Expertise (II)
• Planning & Organizing (II)

• Following Instructions and Procedures (II)