UNICEF Hiring for Vacancy Announcement: Administrative Associate at India Full Time

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.

Click here to learn more about what makes us proud working for UNICEF!

How can you make a difference?

If you are a committed, creative professional and are passionate about making a lasting difference for children in the world’s thereby ensuring a better future for every child, this is the chance to make a difference.

For Every Child, AN ADVOCATE…

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, 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. This is why 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.

Job organizational context:
The Administrative Associate is accountable for both specialized and procedural communications, operational and administrative support services for the Office.

Purpose of the job:
Under the supervision and guidance of the Administrative Officer, 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.

Major duties and responsibilities:
Office Asset, Records Planning and Management (specialized)

Responsible for receipt and inspect all incoming Assets/ materials and reconciles with purchase orders; proper storage, recording and bar-coding /tagging, distribution of all consumable office supplies and equipment. Maintain minimum stock levels of consumable items.

Identify unserviceable and surplus equipment and prepare proposal for Property Survey Board (PSB) action. Undertake follow-up and disposal actions on PSB approved items within timeline.

Maintain and regularly update the inventory records of all Assets and Low value Items at ICO, carry out physical verification, ensure timely submission of year-end statement from ICO and State Offices to HQ.

Issue and reconcile gate pass with movements of goods. Maintain and should have full control of movement of items from UNICEF ICO including periodic report.

Reviewing the request for archival of records from concerned section/units, coordinating with offsite archival center for archival of official records of ICO as per the requirement and acting as focal person for archival, retrieval and disposal of office records as per the request from section.

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.

Transport and Travel Management

Responsible for management of Official Vehicle fleet, assign duties to drivers and monitor movement of vehicles. Ensure smooth functioning of Vehicle Tracking Devise and the fleet booking app for un-interrupted service.

Update and maintain list of ICO vehicles review the logbooks, monitor mileage for official and personal use and prepare monthly reports.

Ensure regular maintenance of vehicles through daily checking by drivers, regular timely servicing, and detailed vehicle records. Also responsible for payments for petrol/diesel and charges for maintenance of office vehicles.

Responsible for procurement of official uniform for drivers.

Liaise with transporter / LTA taxi hiring agency and arrange transport facility for workshops / conferences / field visits / airport transfers as required.

Processes travel requests and calculation of travel entitlements based on the organization’s rules and policies.

Review and submit Trip Request in Vision (ERP system) including processing of invoices of travel agent ensuring accuracy of all computations, availability of budget and completeness of supporting documentation

Communications & Workflow

Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.

Communicates routine and some non-routine information pertaining to the work of 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

Responsible for providing indents for supply of maintenance office stationery and consumables, ensure their proper storage, distribution and replenishment.

Facilitates the processing of contracts for consultants and external partners, as the need may arise, that provides service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements.

Arranges for the purchase and timely distribution of office supplies.

Nurture and Supervise

Expected to supervise the work of the direct reports i.e., the Drivers and Senior Drivers in the unit and provide guidance, review of assignments, trainings and performance appraisal.

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 work experience is required.

Language Requirements:
Fluency in English is required.

Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Skills:
Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.

In-depth knowledge of UNICEF organizational structure, administrative policies and procedures.

Organizational, planning and prioritizing skills and abilities.

Ability to deal patiently and tactfully with visitors.

High sense of confidentiality, initiative and good judgment.

Ability to work effectively with people of different national and cultural background.

Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.

For every Child, you demonstrate…

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

UNICEF competencies required for this post are…

Nurtures, Leads and Manages People (1)

Demonstrates Self Awareness and Ethical Awareness (2)

Works Collaboratively with others (2)

Builds and Maintains Partnerships (2)

Innovates and Embraces Change (2)

Thinks and Acts Strategically (2)

Drive to achieve impactful results (2)

Manages ambiguity and complexity (2)

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: 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 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 benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons 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 and background checks, and will be expected to adhere to these standards and principles. 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.

UNICEF is committed to promoting the protection and safeguarding of all children.

Remarks:
This position is based in New Delhi (India).

The vacancy is open to Indian Nationals only.

Selected applicants will have an initial two (2) year fixed-term contract, with the possibility of extension subject to satisfactory performance.

Only shortlisted candidates will be notified and advance to the next stage of the selection process, which involves various assessments.

UNICEF only considers higher educational qualifications obtained from an institution accredited / recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/.

UNICEF appointments are subject to medical clearance. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). 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.

For more information about UNICEF India, please refer to the link below: – http://unicef.in/

Advertised: 22 Aug 2023 India Standard Time

Deadline: 04 Sep 2023 India Standard Time