Administrative Assistant, GS-5, Fixed Term, Public Partnerships Division (PPD), Brussels, Belgium Post #128388

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  • Contract
  • Belgium

UNICEF Global


UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, Partnerships

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

How can you make a difference? 

Under the supervision and guidance of the supervisors, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies. He/she will be accountable for communications, operations and administrative support services to enhance the smooth running of the day-to-day activities and interactions with the EU institutions of both the nutrition team outposted to Brussels, and the partnership team’s with the EU institutions under a matrix management arrangement.   The Administrative Assistant will also act as back up to the Executive Assistant and other Administrative Assistant for the office, and vice versa.

Summary of key functions/accountabilities:

  • Budget and data management support
  • Communications Support
  • Administrative Support
  • Operations Support 

Funding Analysis (specialized)

  •  Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
  • Prepares and maintains records, documents and control plans for the budget monitoring of project/programme implementation.
  • Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.
  • Provides monthly financial reports and advises and assists in the analysis against income targets.

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 as required,
  • Supports the preparation of briefing materials for official trips or meetings.
  • Communicates routine and some non-routine information pertaining to the work of the team.

Maintains the office filing and reference systems, both traditional and digital;

Calendar/Meetings/Correspondence Management

  •  Maintains office calendar, arranges meetings and follows up on meeting requests.
  • Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
  • Maintains a data base of contacts in the EU Institutions to facilitate contacts.

Administrative support

  •  Maintain the supervisor’s calendar and arrange meetings.
  • Supports the drafting, formatting, and grammatical accuracy of correspondence for supervisor’s or Director’s signature.

Events/Logistics

  • Supports the organization of events and conferences by making the logistical arrangements, through engaging with organizers, participants, and caterers.
  • Liaises with budget focal points and section over costs and needs.
  • Prepares background materials for participants and uploads cleared materials on the sharepoint.
  • Prepares and maintains agendas on meetings and events related to the work group commitments.

 Travel

  • Provides travel assistance to staff members in the nutrition 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 maintain travel plan and budgetary control records.
  • Monitors travel certification and report back to the team.

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 5 years of relevant administrative or clerical work experience is required.A bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience. A master’s degree may replace an additional two years.
  • Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

General Service (GS) staff are locally recruited staff and therefore, candidates are personally responsible for any travel and accommodation arrangements. UNICEF does not facilitate Ministry of Foreign Affairs ‘MFA) accreditation for locally recruited staff.

Applicants must be nationals of EU countries or in possession of a valid work permit. Please attach a copy of your work permit to your application submission.

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

The 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 

Familiarize yourself with our competency framework and its different levels.

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, time off for breastfeeding purposes, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF does not hire candidates who are married to children (persons under 18). 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 promoting the protection and safeguarding of all children. All selected candidates will 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 appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions 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. 

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

General Service (GS) staff are locally recruited staff and therefore, candidates are personally responsible for any travel and accommodation arrangements. UNICEF does not facilitate Ministry of Foreign Affairs ‘MFA) accreditation for locally recruited staff.

Applicants must be nationals of EU countries or in possession of a valid work permit. Please attach a copy of your work permit to your application submission.

Additional information about working for UNICEF can be found here.

Advertised: 29 May 2024 Romance Daylight Time
Deadline: 12 Jun 2024 Romance Daylight Time

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