Administrative Assistant - GS6 - Post # 13262 - Brussels

In the capacity of Administrative Assistant, you will be providing support to the office and also to the Director Brussels in an array of different functions for smooth functioning of the PPD unit

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 fulfil their potential – to the benefit of a better world.

For every child,

The UNICEF Brussels Office manages UNICEF’s relationship with the European Institutions (namely the European Commission (DG DEVCO, ECHO, NEAR; HOME and etc) , the Council of the EU, the European External Action Service, the European Parliament and the Committee of the Regions) in order to make children a priority for EU institutions in terms their policies and financial allocations. The office is responsible for analyzing the EU funding environment and various financial instruments in view of identifying and mobilizing quality resources in support of UNICEF’s Strategic Plan. The office strives to profile UNICEF’s as a strategic partner and a broker of knowledge for children and women issues towards the EU Institutions with a clear positioning for an up-stream policy role and a results driven approach. The office also works to enhance Country and Regional offices understanding about UNICEF’s partnership with the European Institutions while supporting their strategic interactions with respective EU Delegations and ECHO offices at country level. The office also closely coordinate with other UN agencies, civil society, the media and other partners with a presence in Brussels.

How can you make a difference….

In the capacity of Administrative Assistant, you will be providing support to the office and also to the Director Brussels in an array of different functions for smooth functioning of the PPD unit, which includes but not limited to as listed below,

This will include:

1. Budget Management
Recommends and prepares estimates on office premises, supplies and equipment requirements for budget preparation purposes and supports in preparing, monitoring and reporting on the office budget in close coordination with the Director in compliance with established norms.

2. HR Focal Point
Performs HR functions in compliance with established rules and procedures related to recruitment, administration of entitlement and benefits, learning and development of all categories of staff in the Brussels Office.

3. Travel Focal Point
Provide logistics support to all staff in arranging travels and brief them on general administrative matters related to travel. H/she will also provide logistical support for workshops and conferences including liaison with participants/hotels, conference room set up, documentation, communication.

4. Property Management
Supports management of administrative supplies and office equipment, updating inventory of items. Also assists the Director in Property Survey Board submissions and execution and in all administrative matters related to office premises, procuring services and utilities, etc.

5. Administrative support and services
Assists the Director in the establishment and maintenance of security arrangements and improve administrative services related to space management, equipment, conference and travel arrangements, mail and delivery services, local procurement. He/She will act as focal point for Policy on the Organizational Resilience Management System (ORMS) and Business Continuity Plan.

To qualify as an Advocate for every child, you will have…

• Completion of Secondary Education (e.g. High School Diploma) is a minimum requirement. Supplementary technical or university courses related to the work of the organization is an asset.
• A minimum of six (6) years of progressively responsible work experience in provision of administrative support services is required.
• Prior hands-on experience in performing HR functions & supporting senior staff is desirable.
• Working knowledge in the Microsoft Suite of Products (including MS Word, MS Excel & MS PowerPoint) is required.
• Fluency in English and French (verbal & written) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is considered an asset.
• General Service Staff are recruited locally, but can be of any nationality. Candidates must be in possession of an existing visa/work permit or resident/citizen of Belgium to be considered eligible for this post.

For every Child, you will 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 and inclusion within its workforce, and encourages qualified candidates from all backgrounds to apply.