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Temporary Appointment (3 months) for Administrative Assistant, GS-5 in Finance Section, Global Shared Services Centre (GSSC), Budapest, Hungary

Budapest

  • Organization: UNICEF - United Nations Children’s Fund
  • Location: Budapest
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Human Resources
    • Administrative support
    • Banking and Finance
  • Closing Date: Closed

Under the supervision of the Chief of Finance in the GSSC, the Administrative Assistant (Finance) is responsible to provide administrative and secretarial support services to the Chief of Section.

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, results.  

UNICEF's Global Shared Services Centre (GSSC) in Budapest, Hungary provides services to UNICEF offices globally in the areas of Finance, Human Resources, Payroll and Information Technology.   

GSSC has won the 2019 Business Services Firm of the Year in Hungary, one of 26 regional awards announced at the Central and Eastern European Business Services Summit & Awards held in Warsaw, Poland.  

How can you make a difference?   

Under the supervision of the Chief of Finance in the GSSC, the Administrative Assistant (Finance) is responsible to provide administrative and secretarial support services to the Chief of Section. 

The present announcement is for a temporary appointment of 3 months with a possibility of extension. 

Anticipated start date: 15 December 2022 

This will involve: 

Administrative Assistant will provide support in administrative and program assistance to the Chief of Finance in the GSSC. Responsibilities may include the following tasks: 

Administrative Assistance:  

  • Manage Section Chief’s Calendar & schedule meetings & Events. Organize meeting requirements, both internal (individual/Units/Section) and external and take minutes and /or notes at meetings.  

  • Receive, screen, and log incoming/outgoing documents/correspondence along with the necessary background information.  Work closely with the central administrative unit for infrastructure / logistic related support.  

  • Work closely with HR Operations to schedule interviews, follow up on hiring and maintain the vacancy report for the unit managers. Maintain a computerized reporting system for effective monitoring and follow- up purposes.  

  • Collaborate with Director’s office and across functional offices at GSSC for project & program meetings and discussions.  

  • Maintain proper filing/archiving system of the documents processed by the Unit.  

  • Maintain time and attendance records for the Unit by ensuring the leave and attendance records are up to date. Adjust time and attendance in Vision for staff members when required.  

  • Prepare, follow up and process administrative requests/documents. Assist staff in completing the e-SAF forms, etc.  

Program Assistance:  

  • Maintain confidentiality and demonstrate high standards of integrity and sensitivity.  

  • Prepare draft correspondences, reports and presentations for Section’s management team review.  

  • Identify complex or sensitive subjects, and contacts for special treatment as well as priority issues that need to be brought to the Section Chief’s attention.  

  • Keep abreast of activities of importance, latest policies, procedures and organizational changes affecting the centre.    

  • Follow up on the preparation of reports, correspondence, briefing notes and other documents for the supervisor’s reference.  

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

  • Completion of secondary education (high school diploma) is a minimum requirement.  

  • Five years of relevant work experience in administration and personal assistance is required. University level courses in business administration are desirable. A completed university degree from an accredited institution will be counted towards the minimum work experience requirement.  

  • Strong technology orientation with proficiency in Microsoft Suite of Products (MS Word, MS Excel and MS PowerPoint) is mandatory.  

  • Strong team player with the willingness to go over and beyond the call of duty and being solution oriented is required.  

  • Experience in planning, organizing and delivering administrative support services is highly desirable. .  

  • Experience with a development organization with knowledge of UN and UNICEF'S rules, regulations and procedures is an asset.  

  • Fluency in English (verbal and written) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is a strong asset.  

For every Child, you demonstrate… 

UNICEF’s Core Values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: https://uni.cf/Competencies 

UNICEF competencies required for this post are... 

(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others. 

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: UNICEF's Competency Framework here. 

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to A diverse and inclusive workforce to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic. 

We offer a wide range of Compensation and benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation with disabilities. UNICEF strongly encourages the use of flexible working arrangements. 

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 is committed to promote the protection and safeguarding of all children.  

All selected candidates will, therefore, undergo rigorous reference checks, and will be expected to adhere to these standards and principles.  

UNICEF appointments are subject to medical clearance. Appointments are also 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 valid work permit or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

This vacancy is now closed.
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