Administrative Assistant (GS 4 TA Temporary Appointment), Santiago, Chile

Organization: Unicef

Country: Chile

City: Santiago, Chile

Office: UNICEF Santiago, Chile

Closing date: Monday, 10 May 2021

Administrative Assistant (GS/4 TA Temporary Appointment) Santiago, Chile

Job no: 539671

Position type: Temporary Appointment

Location: Chile Division/Equivalent: Latin America and Caribbean Regional Off

School/Unit: Chile

Department/Office: Santiago, Chile

Categories: Finance and Administration, Supply/Logistics, Operations and Business Management

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.

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, a reason

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 Administrative Assistant GS5, the incumbent is responsible for executing a broad variety of routine tasks for the respective unit requiring full knowledge of UNICEF administrative procedures, processes and policies. Mainly support to the fundraising area.

How can you make a difference?

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.

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.

Procurement / Supply:

Receives and reviews procurement requisitions for clarity, adequacy of specifications, and completeness, confirms the availability of funds, and obtains additional information considered necessary.

Prepare purchase orders and contracts in SAP (ERP - Enterprise Resource Planning system), and submit for relevant approvals, ensuring completeness of documentation in UNICEF systems.

Drafts purchase order documents for supervisor’s signature ensures distribution of signed purchase document to all required offices and ensures obligation of funds is recorded.

Drafts bid invitations and/or requests for price quotations and dispatch them to potential suppliers.

Facilitates bids opening transparently and efficiently.

Prepares bids tabulation and award recommendation forms and obtains approvals before preparing contracts.

Generate and prepare regular procurement/supply reports from VISION system.

Prepares correspondences concerning supply unit requirements.

Maintains proper manual and automated procurement files and records.

Provides purchase information to receiving and inventory staff.

Maintains procurement/supply and vendor references for easy retrieval.

Compiles lists of local sources of procurement, contacts local vendors for price quotations, prepares a summary of bids including information on price and conditions of offer.

Keep stakeholders/partners informed on the progress of procurement processes. Liaise with suppliers, ensuring timely follow-up on delivery schedules.

Implement appropriate vendor management practices e.g. supply performance reviews.

Regularly monitor dashboard reports and coordinate to ensure necessary supply action is taken on time.

Regularly extract reports on the status of the existing LTAs, contracts, Purchase Orders (POs) and take necessary action in coordination with the relevant unit.

Conduct local market surveys on ongoing and regular basis for the identification of potential suppliers to procure the goods and services at competitive costs.

Events/Logistics:

Supports capacity development activities and conferences by making logistical arrangements, through engaging with facilitators, caterers and hosts.

Liaises with budget focal points and section over costs and needs.

Prepares and maintains agendas on meetings and events related to the workgroup commitments.

Travel:

Provides travel assistance to staff members in the 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.

Extracts, inputs, maintains and verifies the 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 maintains travel plans 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 of procurement, supply, logistics and/or travel. Knowledge in SAP is an asset.

A minimum of 4 years of relevant administrative or clerical work experience is required. Job experience in the UN system is also considered as an asset.

Fluency in Spanish is required. Intermediate level of English is considered as an asset.

For every Child, you demonstrate...

UNICEF’s values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

The UNICEF competencies required for this post are: Core Competencies:

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)

Functional Competencies:

Analyzing (1)

Learning and Researching (1)

Planning and Organizing (1)

Following Instructions and Procedures (1)

Skills:

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

Good knowledge of 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.

To view our competency framework, please visit here.

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

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 will therefore 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:

This is a Temporary Appointment position with a maximum of 2 years of contract.

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

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Advertised: Apr 23 2021 Pacific SA Standard Time Application close: May 09 2021 Pacific SA Standard Time

Link to the organization’s job offer: https://unjobs.org/vacancies/1619357498572