Albania: Administrative Assistant for UNICEF Albania office (Local Post)

Organization: UN Children’s Fund
Country: Albania
Closing date: 23 May 2018

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

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 favouritism. 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 fulfil 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 ContextThe Specific Job Profile for Administrative (and Procurement) Assistant at the G-5 level is to be used in UNICEF Country Office in Albania, reporting directly to Operations Manager.Purpose for the JobUnder the direct supervision of the Operations Manager, the Administrative Assistant is responsible for executing a broad variety of standardized administrative tasks for the respective section(s) requiring thorough knowledge of UNICEF administrative procedures, processes and policies. In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.At the GS-5 level, the below tasks are expected to be carried out with a high level of independence.Key Function/AccountabilitiesSummary of key functions/accountabilities: 1. Appropriate and consistent interpretation and effective implementation of administrative policy and instructions to support Operations2. Technical assistance and support in promoting and coordinating cost effective and best practices in travel management3. Effective and cost-efficient events and conferences management4. Property management, office equipment, vehicles.5. General Administrative Duties1. Appropriate and consistent interpretation and effective implementation of administrative policy and instructions to support OperationsProvides practical input on implementation of administrative guidelines, in close coordination with Operations Manager. Updates staff on administrative policies, instructions, rules and regulations. Briefs and assists arriving and departing staff on basic administrative procedures and requirements.Contributes to recommendations on the improvement of internal controls systems considering the prevailing conditions in the locality.Keeps supervisor abreast of potential problem areas, makes recommendations for follow-up actions, prepares reports and evaluations on general administrative or specialized tasks.2. Technical assistance and support in promoting and coordinating cost effective and best practices in travel management.Provides travel assistance to staff members for travel arrangements and entitlements based on the organization’s rules and policies. Ensures that the organization obtains the best service and price for all travel.Extracts, inputs, maintains and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs, staff travel and statements reconciliations.Assists in the preparation of budgets on travel costs and maintains travel budgetary control records. Processes travel claims.Briefs/de-briefs staff members on issues relating to administrative matters such as security clearance and documentation procedures.3. Effective and cost-efficient events and conferences managementProvides support to the office with logistical arrangements related to training/workshops/conferences etc., through engaging with LTA holders, facilitators, caterers and hosts and identifying the most cost-efficient meeting venue options. Liaises with budget focal points and section over costs and needs.Prepares and maintains agendas on meeting and events related to the work group commitments.

4. Property management, office equipment, vehicles

Supports procurement/management of administrative supplies, office equipment and vehicles. Maintains inventory of office items.Establishes an office supplies monitoring system. Ensures that services and maintenance of premises and equipment are in accordance with organizational standards. Serves as Secretary to the Property Survey Board.Maintains inventory of office items.Establishes an office supplies monitoring system. Ensures that services and maintenance of premises and equipment are in accordance with organizational standards. Monitors and arrange for vehicle transportation, regular vehicle maintenance and insuranceChecks and record of vehicle daily log and fuel consumption5. General Administrative DutiesMaintains admin related hard and electronic files, updates data bases ensuring timely and appropriate recording, safekeeping and disposal of information. Provide general logistical support to visitors and individual contractors for services and physical space planning. Acts as Petty Cash Custodian.Impact of ResultsThe Administrative Assistant ensures that an efficient and effective support is provided to the office, which in turn facilitates timely and accurate completion of the services provided. The capacity of the Administrative Assistant to effectively and efficiently carry out the above duties contributes to the efficient planning, management and oversight of cost effective office administration and directly impact on delivery of operational and programme goals and results.Competencies and Level of Proficiency Required * Based on UNICEF Professional Competency ProfilesCore Values • Commitment • Diversity and inclusion• IntegrityCore competencies• Communication (I)• Working with people (II)• Drive for results (I)Functional Competencies• Analyzing (I)• Learning & Researching (I)• Planning and organizing (I)• Following Instructions and Procedures (I)

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.

Recruitment Qualifications

  • Completion of secondary education preferably supplemented by technical or university courses related to the business administration or logistics considered as an advantage.
  • A minimum of five (5) years of progressively responsible administrative or clerical work experience
  • Strong interpersonal skills and ability to perform tasks timely with high accuracy.
  • Ability to interpret and apply guidelines.
  • Ability to work in an international and multicultural environment.
  • Advanced knowledge in the Microsoft Suite of Products (including MS Word, MS Excel & MS PowerPoint) is required.
  • Fluent in English and Albanian (verbal and written). Position may require travel within and outside the country.
  • Submissions:

  • A letter of interest
  • An updated copy of curriculum vitae and P11 form
  • Proof of academic qualifications
  • A list of a minimum of 3 professional references with contact numbers and emails
  • Internal candidates are required to submit last two Performance Evaluation Reports (PER).
  • Qualified individuals of Albanian Nationality are invited to apply for the position of Administrative Assistant in UNICEF Albania. The successful candidate will be offered one year Fixed Term Appointment at the level of the post. Renewal of appointment will be based on satisfactory performance and future requirement for this position.

    If you have the background and commitment to take on these responsibilities and would like to join UNICEF team, please apply at UNICEF Tirana office by 18:00, Wednesday, May 23, 2018.

    Remarks:

    Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

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

    How to apply:

    UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization. To apply, click on the following link http://www.unicef.org/about/employ/?job=512898

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