Administrative Assistant, (GS-4), Montevideo, Uruguay (519961)

Under the supervision of the Operations Officer, the Administrative Assistant is responsible for executing a broad range of transactional, procedural and administrative tasks in support of the efficient operations of the Uruguay country office, requiring full knowledge of UNICEF administrative procedures, processes and policies.

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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, opportunities.

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.

How can you make a difference?

The Administrative Assistant supports the Operations unit in the execution and coordination of work products, ensuring deadlines are met and that established rules and procedures are followed. The incumbent must apply a good knowledge of guidelines, to operationally support the Unit and the country office. Key performance indicators go beyond the timeliness and accuracy of work to include planning and organization of team activities.

In terms of communication, the Administrative Assistant is accountable for the exchange of information with counterparts within and outside UNICEF.

Key responsibilities include: 

Communications & Workflow:

• Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
• Manages incoming and outgoing documentation and communications pertaining to the work of the team with internal and external stakeholders.
• Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up-to-date and accurate.

Events/Logistics:

• 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.
• Prepares and maintains agendas on meetings and events related to the work group commitments.

Travel:

• Provides travel assistance to staff members in the 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.
• Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and 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.
• Assists in the preparation of budgets on travel costs and maintains travel plan and budgetary control records.
• Monitors travel certification and report back to the team.

Supply & Procurement:

• Responsible for the timely execution of supply and procurement activities in coordination with the different organizational units.
• Receives supply and procurement requisitions, ensuring accuracy of terms of reference and availability of funds, obtaining additional information from the sections as necessary.
• Obtains quotations, issues invitation to bids and requests for proposals to approved suppliers; arranges and participates in bid openings, compiles price tabulations with ratings and recommendations for order placement and/or CRC submissions.
• Corresponds with Sections and suppliers on supply and procurement matters.
• Maintains supplier database and files with full information, in accordance with UNICEF supply guidelines and systems.
• Prepares and monitors purchase orders/contracts, including usage of existing Long Term Arrangements (LTA).
• Maintains purchase order/contract files with all required procurement documentation (POs, invoices, delivery receipts, payment requests, correspondence, etc.).
• Generates and compiles a variety of standard and ad-hoc reports ensuring continuous availability of data.
• Conducts market research on an ongoing basis to identify new products and suppliers.

Office Supplies & Equipment:

• Supports management of administrative supplies, office equipment, and 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.
• Arranges for the purchase and timely distribution of office supplies.

Other Key Activities:

• Coordinates office repairs and maintenance with vendors.
• Ensures proper functioning of security systems and services to comply with United Nations security policies and procedures.
• Provides support to other functional areas within the Operations team (Finance, HR and ICT) in different tasks under the guidance of the Operations Officer.

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

• Completion of secondary education is required, preferably supplemented by technical or university courses related to administration, accounting, procurement or similar. 
• A minimum of 4 years of relevant administrative or clerical work experience is required.
• Fluency in Spanish is required. Knowledge of English is considered as an asset.

For every Child, you demonstrate…

• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
• Organizational, planning and prioritizing skills and abilities.
• High sense of confidentiality, initiative and good judgment.
• Ability to work effectively with people of different national and cultural background.
• Ability to work in a team environment to achieve common goals.

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:

Core competencies

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

Functional Competencies:

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

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.

Only Uruguayan candidates or foreign candidates with work permit will be considered.

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