Individual Contractor: Administrative and Travel Assistant, 11.5 months

COS Operations is seeking temporary support from an Administrative Assistant, who will work in the area of travel, distribution/warehousing management, and with administrative tasks in general. The selected candidate would also provide support to the Maintenance team and Asset Management team if need be.

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.

For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.

Purpose of the Assignment

The overall objective of the Geneva COS Operations  is to provide a wide range of services in the areas of travel, security, distribution, maintenance, assets management, reception desk and various administrative support to all offices based in Geneva, including PFP, CEE/CIS Regional Office, UNICEF Office of Emergency Programmes (EMOPS) and Geneva Liaison Office.

The number of staff  increased drastically over the past year (over 30%) , which results in a review of the office set up and furniture,  important projects relating to enhancing the current security system, and  increasing support being requested to the Common Services Operations (COS) unit.

Assignment Tasks

Assist the Operations Manager and Administrative Officer with Administrative tasks such as:

1: Complete Low Value PO, Funds Commitment, Purchase Orders & Purchase Requistions for UNICEF in SAP
2: Liaise with stakeholder on Lease matters for UNICEF Geneva
3: Monitor and undertake reviews of Department Budget.
4: Undertake review of UNICEF’s Long Term Arrangements (LTA) with UNICEF Procurement
5: Draft New LTA’s with UNICEF Procurement
6: Complete RFP’s RFQ’s for UNICEF Tendors with UNICEF Procurement
7: Monitor (Service Level Agreement) SLA
8: Compile & Complete the annual statistic reports for the department.
9: Manage UNICEF parking leases, payments, liaising with the Regie and with Finance on payroll deductions.
10: Maintaining various databases relating to Administration, Costing, Security.
11: Organizing various information meetings and trainings
12: Taking minutes of meetings with various Departments
13: Drafting various reports, correspondence and letters in English.
14: Assisting the Operations Manager and Administrative Officer with any other assignments
15: Assist on UNICEF Greening Projects
16: Assist with the Annual Asset Review

Travel :

Under the general guidance of the Travel Assistant and the Operations Manager :

1. Acts as back-up/support for the Travel Assistants in providing guidance to travel focal points on travel requests in the ERP system (SAP/VISION), verifies budget owner’s approval and reviews the travel agent ticket cost quotations. Verifies compliance of travel arrangements with UNICEF’s travel policies and liaises/guides travel focal points on making the final ticket bookings with low cost carriers through their website. 
2. Reviews all requests for UNLPs, visas and UN certificates. Verifies that all forms are correctly filled and all relevant documentation submitted for timely processing.  Liaises with travel agents, UN Travel and Visa Office, travel focal points and traveler to ensure timely follow-up and completion of the requests. Keeps up-to-date the UNLP and visas log.
3. Acts as back up/support for the Travel Assistant  in compiling, reviewing and finalizing  travel agent’s invoices for travel related expenses (tickets and visas), including parking of invoices for low cost carriers and visas.  Maintains accurate files for all travels.

Warehouse and Distribution:
 
4. In close collaboration with the Administrative officer and Distribution Assistant, and under guidance from the Travel and Distribution Assistant, coordinates external and internal requests for dispatch of publications and other material from external warehouse. Establishes schedules of packing and shipping according to priorities, destinations, and mailing lists; Inputs daily the dispatch documents with instructions for processing in the external partner’s computer systems.
5.  Lead the yearly  inventory of UNICEF’s material stored in UNICEF’s external partner’s warehouse. Responsible for the maintenance and updating of inventory lists as well as for responding to management queries on statistics and reports required by UNICEF.
6. Reviews for correctness,  external partner’s invoices, ensuringthat the budget is correctly allocated, parks invoices in the ERP system SAP/VISION for payment in accordance with UNICEF policies and rules.  Work closely with Geneva Units, HQs, and FOs to ensure correct budget allocation and availabilityto cover distribution costs. Prepares transport invoices for National Committees and NGOs.
7. Maintains section documents and files.

Building Maintenance :

Under the general guidance of the Maintenance Worker act as back-up/additional support on the below tasks: 

1. Receive and log all calls for service requests for air conditioning/heating, electrical break-down, lighting maintenance; plumbing and repairs (doors, walls, carpentry, hanging of   pictures, etc.);
2. Assists Maintenance team by coordinating  the works through outside specialized contractors.
3. Under the supervision of the Maintenance Worker, interact with external suppliers’ representatives to ensure that services are provided and corrective actions are taken, if necessary.
4. Under the supervision of the Maintenance Worker, interact with Real Estate Agent to ensure proper delivery and functionality of building services.
5. Receive and verify supplies ordered, check invoices related to above against delivery receipts before submission for approval.
6. As and when required, arrange for office accommodation of staff in co-ordination with supervisor, maintenance team, IT (computer, telephone) and others;
7. Carry out weekly inspections on maintenance, safety and housekeeping. Provide reports to supervisor;
8. Check invoices related to above against delivery receipts before submission for payment
9. Contact suppliers for cost estimates as and when needed, search for suppliers/prices for office supplies, and maintain record of same.
10. Under the supervision of the Maintenance Worker, carry out periodic checks of security systems and equipment to ensure they are functional.

Qualifications of Successful Candidate

• Completion of Secondary Education is required.
• 5 years work experience in administration including travel.
• Experience working with an ERP system, preferably SAP.
• Fluency in written and spoken English.
• Very good knowledge of Excel, Word and Powerpoint.
• Knowledge of Commercial Real Estate would be an advantage.

Competencies of Successful Candidate

To view our competency framework, please click here. 

Please indicate your ability, availability and daily/monthly rate (in US$) to undertake the terms of reference above (including travel and daily subsistence allowance, if applicable).  Applications submitted without a daily/monthly rate will not be considered.

A proof of health insurance coverage valid in Switzerland must be provided by the selected candidate prior to commencement of work.

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.