Temporary Appointment: Administrative Associate, GS6, Dili, Timor-Leste #116500 (open for Timorese Nationals only)

Under the supervision and guidance of the supervisor, the Administrative Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

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, support

Under the supervision and guidance of the supervisor, the Administrative Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

Find out how UNICEF programmes drives change for children in Timor-Leste by visiting https://www.unicef.org/timorleste. 

How can you make a difference?

• Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
• Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
• Prepares and maintains records, documents and control plans for the budget monitoring of project/programme implementation.

• Ensures the availability of timely, complete and accurate information and data for preparing section work plans and project management plans.
• Undertakes basic research and performs comparative analysis of project/programme related data.
• Monitors project implementation against established milestones and makes recommendations to improve performance.
• Helps ensure timely compliance with agreed deadlines.
• Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information.

• Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
• Manages incoming and outgoing correspondence, e-mails and telephone calls.
• Communicates routine and some non-routine information pertaining to the work of the team.
• 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.

• Maintains office calendar and arranges meetings
• Organization of meetings and preparation of meeting minutes ensuring accuracy, attention to detail and coherence.
• Support projects coordination with the relevant departments and divisions of the ministry as well as partners.
• Follow-up with respective departments, municipal offices and partners
• Provision of translation support during meetings and relevant documents
• Support to handling administrative bottlenecks and resolves any issues affecting implementation.

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

• Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.
• Uploads electronic files and verifies results to destination system.
• Responds to client transaction status and other inquiries.

Supplies/Equipment

• Support procurement planning and contracting initiatives including relevant specifications and logistics arrangements and timelines.
• Maintain and process documentation for execution of logistics operations (e.g. customs clearance, invoice verification), and take appropriate actions to resolve operational issues, escalating complex issues to the supervisor.
• Support to the maintenance of appropriate warehousing and inventory management processes in support of the GPE programme supplies. Ensure accurate and complete accounting, reporting systems are in place, and relevant records are properly maintained. Maintain up-to-date files for all Procurement Service transactions, including a system for monitoring the various stages of each transaction
• 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.

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 the field of work. 
• A minimum of 6 years of relevant administrative or clerical work experience is required.
• Developing country work experience and/or familiarity with emergency is considered an asset.
• Fluency in English is required. Knowledge of another official UN language or a local language is an asset.

For every Child, you demonstrate UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

The UNICEF competencies required for this post are...

To view our competency framework, please visit here.

Click here to learn more about UNICEF’s values and competencies.

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 be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

• Qualified candidates are requested to complete an online candidate profile in http://jobs.unicef.org/cw/en-us/job/540924 by 11 June 2021. Only applications sent through the e-recruitment portal will be considered.
• Only shortlisted candidates will be contacted and advance to the next stage of the selection process.