Individual Contractor: Administrative Support in the Global Cluster Coordination Unit

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.

For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.

Job organizational context

UNICEF's Office of Emergency Programmes (EMOPS) is the focal point for emergency assistance, humanitarian policies, staff security and support to UNICEF offices in the field, as well as strategic coordination with external humanitarian partners both within and outside the United Nations system. EMOPS thus leads efforts to ensure that UNICEF's role in complex emergencies and natural disasters is clearly defined, that the organization is properly equipped to fulfill that role, and that all levels of the organization are prepared to deliver our mandate. It aims to strengthen the ability of the organization to respond during times of humanitarian crises.

The Global Coordination Cluster Unit (GCCU) moved to EMOPS at the beginning of January 2012. UNICEF leads/co-leads 3 Clusters. UNICEF is the Focal Point Agency for the Child Protection Area of Responsibility (AoR).

The nature of work at the GCCU causes significant variation in workloads and, when emergencies occur, there can be a constant change in priorities and work beyond normal office hours. Due to the character of the work of the GCCU, short time limits for response is often required, mainly in organizing travel arrangements. Deadlines must be met.

Purpose of the Assignment

Under close supervision, the Individual Contractor will support a broad variety of standardized administrative tasks for the GCCU, 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.

Key functions/Accountabilities

Under the direct supervision of the Management Support Officer and guidance from the Management Support team, the Individual Contractor will work closely with the Office of Emergency Programmes team and relevant section chiefs to perform the following:

Travel

Provide travel assistance based on the organization's rules and policies to Cluster Staff

Procure travel authorizations, visas, hotel bookings, travel reimbursements

SAP/Vision Support

Process payment requests, office supplies orders, purchase requisitions, and purchase orders

Ensure that supporting documents are uploaded in the system

Onboarding

Facilitate the processing of contracts for interns, volunteers, consultants and external partners that provide a service to the section which includes completing necessary forms and templates, making logistical arrangements (visa requests when appropriate, office space, allocation of desktop/laptop)

Provide support for new staff, interns, volunteers, and consultants

Event and Conferences

Provide logistical support for meetings by booking conference rooms, arranging IT support, production and distribution of material, etc.

Arrange catering when applicable

Distribute meeting reports and information

Arrange times through liaising with participants over availability

Under close supervision, liaise with budget focal points and section over costs and needs.

Prepare and maintain agendas of meetings

General Administrative Duties

Arrange for the purchase and timely distribution of office supplies for the GCCU Section

Keep vendor lists, partners, and consultant rosters up-to-date

Maintain hard and electronic files and update database systems ensuring timely and appropriate recording

Maintain the IT inventory

Work closely with team colleagues and provide support in achievement of work priorities and objectives of EMOPS

Expected Deliverables

Deliverables:

Effective interpretation and application of administrative policy and procedures, timely implemented to support UNICEF lead Global Clusters/AoRs

The budget preparation and implementation are properly administered in the area of administrative management and services

Operations of delivery of administrative support services are timely and effectively provided

Property management of administrative supplies, office equipment is effectively performed

Administrative transactions and arrangements of contracts satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules, and regulations

Staff capacity is enhanced through active staff learning/development programmes in the area of administrative support and services

Effective working relations are maintained with other agencies, local authorities, and implementing partners

Management of the contract

The assignment will be carried out in-country with no travel expected. The assignment will be supervised by UNICEF Programme Officer with support from the EMOPS department.

Payment terms

Payments will be done on a monthly basis

Duration

9 months starting from March 2017 to November 2017

Work place and Official Travel

The successful Individual Contractor will work at the UNICEF Geneva office. No travel is expected.

Qualifications of Successful Candidate

Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization

A minimum of 4 years of progressively responsible administrative or clerical work experience

Fluency in English and French is required; additional UN languages an asset

Knowledge of SAP and UN rules and regulations a strong asset

Competencies of Successful Candidate

Core Values

Commitment

Diversity and inclusion

Integrity

Core 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)

To view our competency framework, please click here.

Please indicate your ability, availability and daily/monthly rate (in US$) or (CHF) to undertake the terms of reference above (including travel and daily subsistence allowance, if applicable). Applications submitted without a daily/monthly rate will not be considered.

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 organisation.

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=502857