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Administrative Assistant (GS-4), San Salvador, El Salvador No. 518573

San Salvador

  • Organization: UNICEF - United Nations Children’s Fund
  • Location: San Salvador
  • Grade: Administrative support - GS-4, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Information Technology and Computer Science
    • Finance and Administration
  • 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 Assistant
Level: GS-4
Duty Station: San Salvador, El Salvador
Supervisor: Operations Officer

Please note this is a General Service position, only Salvadoran citizens or foreign candidates with work permit will be considered.

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, a champion

El Salvador enjoys relatively strong institutions, particularly in the areas of supply, logistics and infrastructure. Transparency and corruption indexes generally rank El Salvador amongst the better performing countries in the region. The normative and policy framework is well designed. The challenge is to ensure an adequate implementation for the benefit of all children. Emergency response and preparedness capabilities are strong, the result of an environment of high vulnerability to natural disasters.

The Administrative Assistant will work under the guidance and supervision of the Operations Officer, to contribute to the Operations support to programme delivery, by taking care of administrative matters, such as: supervising drivers and subcontracted cleaning employees, coordinating transportation service, making procurement of goods and services, etc.

How can you make a difference?

Purpose of the Job:

Under the guidance and supervision of the Operations Officer, the Administrative Assistant ensures execution of transparent and efficient procurement services and processes in CO. The Administrative Assistant promotes a client-focused, quality and results- oriented approach in the Unit.

The Administrative Assistant can supervise clerical and support staff of the Operations Section. The Administrative Assistant works in close collaboration with all staff in an office resolving complex procurement-related issues and information exchange.

Summary of Key Functions:

- Support in the implementation of operational strategies

- Organization of administrative processes

- Support in the implementation of sourcing strategy

- Control and reporting of CO Assets

- Provision of logistical services

- Provision of adequate service through the reception area

We are looking for a dynamic and innovative Administrative Assistant to support UNICEF’s El Salvador programmes in the following areas:

1. Country office financial and administrative management support.

• Country office financial and administrative management supported so as to facilitate office operations objectives.

• Support Operations Section with administrative and operational procedures in clerical and transactional activities.

• Support in the implementation of an effective communication both internally within the CO and with the GSSC, in order to ensure business processes in accordance with guidelines and procedures in the designated areas.

• Provide clerical and transactional support to the areas of Operations, Human Resources, ICT, and Finance.

• Coordinate transportation services the schedules for use of vehicles, review reports on use of petrol, mileage, driver overtime records and maintenance service.

• Coordinate office cleaning and maintenance.

• Administration of cleaning and maintenance supplies

• Support the office in supply activities: including but not limited to sourcing, quotations, reports, identification of cost efficiencies, logistics services.

• Responsible of the archive of the business processes entrusted

2. Reception

• Receives and greets visitors which include project counterparts, government officials and others, and takes necessary action depending on the nature of their visit.

• Keeps records and binnacles up to date according to office requisitions

• Acts as focal point in the radio communication operation ensuring that all communication is forward and answered properly, according to local UN System Code.

• Keeps record of incoming mail, pouches/couriers and distributes it accordingly. Assists when required in the dispatching of couriers, which includes contracting agent and monitoring timely delivery.

• Receives and distributes all messages and documentation arriving to the reception desk.

• Receives invoices or receipts to be distributed accordingly within the office, prepares provisional payment receipt and hands out cheques to vendors or suppliers.

• Performs other duties as required

3. Asset Control

• Ensures support towards proper control of CO Assets.

• Preparation of inventory reports.

• Implementation of Inventory and physical verification control.

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

  • Education:

    Secondary Education with specialized training in administration. University Degree in Business or Public Administration is an asset, but it is not a requirement.

    Experience:

    At least 4 years of successful administrative experience is required. Experience in the usage of computers and office software packages (MS Word, Excel, etc.), advanced knowledge of automated procurement systems, experience in handling web based management systems.

    Language Requirements:

    Fluency in Spanish and in English.

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 competencies required for this post are: Analyzing, Learning and Researching, Planning and Organizing, Following Instructions and Procedures.

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.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

Remarks:

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

Please note this is a General Service position, only Salvadoran citizens or foreign candidates with work permit will be considered.

Please note that the General Service positions (GS) are locally recruited staff and therefore, candidates are personally responsible for any travel and accommodation arrangements.

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

UNICEF is a smoking-free environment.

This vacancy is now closed.
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