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Administrative Associate, GS-6, Damascus Hub, Syria #106284

Damascus

  • Organization: UNICEF - United Nations Children’s Fund
  • Location: Damascus
  • Grade: Administrative support - GS-6, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: Closed

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.

Post Title:                    Administrative Associate

Contract type:             Temporary Appointment

Proposed level:            G-6

Duration:                    1 year

Duty Station:               Damascus, Syria

Supervisor:                 Chief of Damascus Field Office

 

Background

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 OF ASSIGNMENT:  

This position reports to the Chief of Damascus Field Office. The incumbent will provide administrative support – in line with the broad range of duties set out below – to Damascus Field Office.

 

The Administrative Associate is responsible for executing a broad variety of standardized administrative tasks for the respective section(s) requiring thorough knowledge of UNICEF administrative procedures, processes and policies. The incumbent of this position will ensure, under the guidance of the supervisor, all administrative requirements of Damascus Field Office are fulfilled in a timely manner.

 

In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.

 

MAIN DUTIES/RESPONSIBILITIES:  

Summary of key functions/accountabilities:

  • Travel
  • Invoice Processing
  • Contracting of consultants and service providers
  • Events and Conferences
  • Property management, office equipment, vehicles.
  • General Administrative Duties

 

Travel

  • Provides travel assistance to staff in office for travel arrangements and entitlements 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.
  • Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, documentation procedures.
  • Extracts, inputs, maintains and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel
  • Assist in the preparation of budgets on travel costs and maintain travel budgetary control records.

 

Invoice Processing

  • Responsible for collecting invoices and filing documents for approval and, thereafter processing in vision.
  • Upload electronic files and verify results to destination system.
  • Respond to client transaction status and other inquiries.

 

Contracting of consultants or other service providers

  • Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in vision, and making necessary logistical arrangements.
  • Keeps vendor lists, partners, and consultant rosters up-to-date.
  • Arrange for the purchase and timely distribution of office supplies.

 

Meetings, Events and Conferences

  • Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
  • Arranges times through liaising with participants over availability.
  • Liaises with budget focal points and section over costs and needs.
  • Prepares background materials for participants and uploads cleared materials in the intranet.
  • Prepares and maintains agendas on meeting and events related to the work group commitments.
  • Taking detailed quality meeting minutes and follow up on action points with responsible staff.

 

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.

 

General Administrative Duties

  • 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.
  • 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

 

QUALIFICATIONS AND COMPETENCIES:   

Education:  

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

Work Experience:  

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

Languages:  

Fluency in English is required. Fluency in Arabic is an asset

 

View our competency framework at

http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

 

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

Candidates will not be considered if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.

 

This vacancy is now closed.
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