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Administrative Assistant, G-4, Bucharest, Romania (Temporary appointment, 364 days)

Bucharest

  • Organization: UNICEF - United Nations Children’s Fund
  • Location: Bucharest
  • Grade: Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2022-05-31

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Under the supervision and guidance of the supervisor, the Administrative Assistant is responsible for executing a broad variety of routine tasks for the respective unit requiring full 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, Protection and Development!

The war in Ukraine has triggered the fastest growing refugee crisis since World War II. By 23 April 2022, more than 774,000 refugees from Ukraine had arrived in Romania. The overwhelming majority of refugees are women and children, often separated from husbands and fathers who remained in Ukraine; older people; and significant numbers of unaccompanied children, including those from state care facilities.

Local and national authorities have established reception facilities at border crossing points to receive new arrivals and are providing life-saving assistance, including accommodation, food, and other basic needs, as well as onward transport for those moving to urban centers. In the reception centers, information is also provided on the asylum process and temporary protection, as well as on the risks of trafficking. Access to basic rights and services, such as health, has been facilitated. Steps have already been taken to foster protection and inclusion into national systems, such as for health and education. Referral services are being scaled up, focusing especially on case management and protection of unaccompanied children and those evacuated from boarding schools, institutions and other alternative care arrangements, survivors of gender-based violence (GBV), victims of trafficking, persons with disabilities and other vulnerable groups UNICEF Romania Country Office is involved in the emergency response by supporting the national government and local partners in delivering assistance and protection services.

How can you make a difference?

Under the supervision and guidance of the supervisor, the Administrative Assistant is responsible for executing a broad variety of routine tasks for the respective unit requiring full knowledge of UNICEF administrative procedures, processes and policies.

1. 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 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.

 2. Calendar/Meetings/Correspondence Management

  • Maintains office calendar and arranges meetings.
  • Takes minutes of meetings and keep the correspondence of the unit well organized.

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

 4. Travel

  • Provides travel assistance to staff members 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.
  • 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.

5. Invoice Processing

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

6. 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.

7. Attendance

  • Maintains and updates a system which monitors the absence of staff.

If you need to consult Job Description for this position please check here Download File Administrative Assistant G4 TA.pdf

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 4 years of relevant administrative or clerical work experience is required. University degree may compensate experience with the following approach: candidates with a bachelor’s degree can be considered with a minimum of two years of relevant experience

  • Prior experience in programme support functions is an asset. Relevant experience in a UN system agency or organization is considered as an asset.

  • Fluency in Romanian and English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or Ukrainian is an asset.

For every Child, you demonstrate:

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA).

Core Competencies

  • Demonstrates Self Awareness and Ethical Awareness (1)
  • Works Collaboratively with others (1)
  • Builds and Maintains Partnerships (1)
  • Innovates and Embraces Change (1)
  • Thinks and Acts Strategically (1)
  • Drive to achieve impactful results (1)
  • Manages ambiguity and complexity (1)

To view our competency framework, please visit here.

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:

Eligible UNICEF National Officer (NO) and General Service (GS) Staff Members on fixed-term, continuing or permanent contracts applying to this TA, which is dedicated to L3 Response, may be able to retain a lien on their existing post for the duration of this TA.

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 appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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