Generic Vacancy Announcement: Administrative Assistant, GS 4, Various Locations, (Only for Pakistan Nationals) Req # 555407

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Industry:
N.G.O./Social Services
Total Position:
1
Job Type:
Temporary Appointment
Department:
UNICEF
Apply By:
Sep 27, 2022
Posted On:
Sep 21, 2022
Job Description

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!

Pakistan was the sixth country in the world to sign and ratify the Convention on the Rights of the Child less than one year after it was adopted by the United Nations General Assembly in 1989. However, children and adolescents living in Pakistan still face acute challenges. 

UNICEF supports the Government of Pakistan to accelerate progress for children, work to achieve the Sustainable Development Goals (SDGs), and help children realize their rights under the Convention on the Rights of Children. This will be made through, among other things, strong partnerships with provincial authorities, teachers and health professionals, frontline workers and social mobilizers, communities and families, and of course, the children and adolescents themselves. 

In particular, UNICEF will work so that:

  • Every Child survives and thrives -- being in good health, immunized, protected from polio, and accessing nutritious food.
  • Every Child Learns.
  • Every Child is protected from violence and exploitation and registered at birth.
  • Every Child lives in a safe and clean environment, with access to safe drinking water and adequate sanitation. 

To learn more about UNICEF's work in Pakistan, please visit the country websitewww.unicef.org/pakistan and videos onYouTubeandVimeo

The Administrative Assistant is accountable for communications, operational and secretarial support services to enhance the smooth running of the team and its workflow. 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.

To make a difference, you will be responsible for the following key results and major accountabilities:

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.

Calendar/Meetings/Correspondence Management

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

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.

Travel

Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organizations 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 organizations 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.

Invoice Processing

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

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.

Attendance

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

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.

- Fluency in English and local language is required.

 

UNICEF's core values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAS).

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

The UNICEF competencies required for this post are

  • 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 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:

  • Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
  • Verified educational certificates/ HEC Attested Degrees are a pre-requisite for employment at UNICEF. During the recruitment process, candidates will be required to present HEC-attested degrees/certificates.
  • UNICEF's active commitment to diversity and inclusion is critical to delivering the best results for children. For this position, eligible and suitable female candidates will be prioritized.
  • Appointments are also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid).

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