Administrative & HR Assistant, Temporary Assignment (364 days)

Under the strategic guidance of the Operations Manager and in close cooperation with Administrative Associate and HR Associate, the incumbent will support Administration and Human Resources units as per below details TORs.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, Dedication

https://youtu.be/E1xkXZs0cAQ

How can you make a difference?

Under the strategic guidance of the Operations Manager and in close cooperation with Administrative Associate and HR Associate, the incumbent will support Administration and Human Resources units as per below details TORs. 

Summary of key functions/accountabilities under Human Resources:

• Support in processing of entitlement and benefits
• Support in recruitment and placement
• General office support

1. Support in processing of entitlement and benefits

• Initiates the processing of a wide range of personnel actions in accordance with UNICEF rules and regulations, by ensuring all relevant forms and actions are completed by staff and forwarded to the GSSC (Global Shared Service Center).
• Maintains and prepares all personnel-related records and files, ensuring all information on each staff member is up-to-date and accurate.
• Processes SAP entries, such as: overtime and leave records for staff with no SAP access

2. Support in recruitment and placement

• Provides support to HR Associate in staff recruitment, placement, such as:

-Preparing job advertisement,

-Liaising with candidates in the various stages of the recruitment process,

-Drafting formal acknowledgement, offer and regret letters,

-Initiating and following up on reference checks and academic verifications, and ensuring the completion of other background checks,

-Recording and maintaining recruitment files, ensuring all necessary documentation has been prepared.

-Monitoring life-cycle of recruitment process to update supervisor as necessary.

Summary of key functions/accountabilities under Administration:

• Travel and Visa process
• Invoice Processing
• Property management, office equipment, vehicles.
• General Administrative Duties

Travel and Visa Process

• Provides travel assistance to staff in section 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.
• Follow up on issuance of visa for International Professional staff and staff on a mission related to office and programme activities.
• 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.

Property management, office equipment, vehicles

• Supports Administrative Associate in management of administrative supplies, office equipment and vehicles, updating inventory of items.
• Monitors and supervises adequate and appropriate use of supplies.

General Administrative Duties

• Maintain hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information.
• Supports the office with various administrative tasks as requested by supervisor.

3. General office support

• Drafting and/or processing a variety of correspondence such as: Visa letters to Ministry of Foreign Affairs, letters to other UN agencies and other communications and taking meeting minutes
• Setting up and maintaining HR files/records (electronic and paper)
• Scheduling appointments and meetings

Maintain and generate automated databases containing HR related statistics and generating periodic reports; and performing a variety of HR and administrative duties as requested by supervisor.

To qualify as an advocate for every child you will have…

Core Values

• Commitment
• Diversity and inclusion
• Integrity

Core competencies

• Communication (I)
• Working with people (II)
• Drive for results (I)

Functional Competencies:

• Analyzing (I)
• Learning & Researching (I)
• Planning and organizing (I)
• Following Instructions and Procedures (I)

Skills:

Technical

Good knowledge of HR principles, rules, regulations and procedures within the UN

Computer literacy and the ability to effectively use standard office software tools as well as good knowledge and skill in using HR systems.

Ability to extract and format data and to solve operational problems

Ability to organize own work, set priorities and meet deadlines.

Interpersonal and communication

Takes responsibility to respond to internal and external service needs promptly and proactively; takes initiative to ensure that deadlines, rules and regulations are met. Uses own discretion to address unforeseen situations.

Demonstrates a high degree of confidentiality, initiative and good judgment.

Demonstrates courtesy, tact, patience and ability to work effectively with people of different national and cultural backgrounds.

Education:

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

Experience:

A minimum of 5 years of progressively responsible administrative or clerical work experience required

Language & other Requirements:

• Fluency in English and local language is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is an asset.
• Developing country work experience and/or familiarity with emergency is considered an asset.

For every Child, you demonstrate…

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

The technical competencies required for this post are….

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.

Remarks:

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

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