Administrative Associate GS-6 FT, Erbil -Iraq (For Iraqi National Only) post#91583

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, hope

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programmes, 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. Therefore 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?

Under the supervision and guidance of the Administrative Officer in Erbil, 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.

Summary of key functions/accountabilities:

 

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.         Protocol   Draft & submit visa requests in line with established SOPs/ SLAs. Follow up with MOFA & JCMC on the issuance of visas and process extension of residencies for staff & consultants Maintain visas, residence permits  and passports and UNLP database for all staff (National & international staff) in UNICEF Iraq and record all visa requests in the appropriate share drive

 

Calendar/Meetings/Correspondence Management

• Maintains office calendar and arranges Operations section related meetings
• Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.

 

Events/Logistics

• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• .
• 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.

 

Travel

• Provides  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, , 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.
• Monitors travel certification and report back to the team.

 

 

Petty Cash Invoice Processing

• Responsible for collecting petty cash 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

• 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.

 

Provides administrative support to the Chief of Operations as needed.

 

 

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

• Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• Experience: A minimum of 6 years of relevant administrative or clerical work experience is required.
• Language Requirements: Fluency in English is required. Knowledge of another UN language or Arabic is considered as an asset.

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…

Core Values:

• Care
• Respect
• Integrity
• Trust
• Accountability

 

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)

 

Functional Competencies:

• Learning and researching (II)
• Analyzing (II)
• Planning and organizing (II)
• Following Instructions and Procedures (II)

 

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:

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