Administrative Specialist, Warsaw, Poland

Organization: UNICEF - United Nations Children’s Fund

Country: Poland

City: Warsaw

Office: UNICEF in Warsaw, Poland

Closing date: Monday, 18 July 2022

General

Description of assignment title: Administrative Specialist

Assignment country: Poland

Expected start date: 07/04/2022

Sustainable Development Goal: 17. Partnerships for the goals

Volunteer category: National UN Volunteer Specialist

DoA reserved for persons with disabilities: No

Host entity: UNICEF Poland

Type: Onsite

Expected end date: 01/04/2023

Number of assignments: 1

Duty stations: Warsaw

Details

Mission and objectives

For 40 years, UNICEF has financed programs to help children in Poland, bought equipment for health centers, and imported raw materials for the production of children’s articles. During martial law, National Committees from Western Europe provided Polish children with medicines, clothes and supplements. Since 2002, the scope of UNICEF’s activities in Poland has changed. Like other highly developed countries, UNICEF currently focuses its activities in Poland on promoting and protecting children’s rights and collecting funds to help children in the most needy regions of the world.

Context

Since the escalation of the conflict in Ukraine, close to 2.7 million people have crossed the border into Poland. The majority of them are women, children and the elderly. Children have faced severe stress; protection risks prior or during displacement are growing. The national systems in Poland, as well as local organisations and volunteers, have responded quickly to accommodate the huge volume of new needs. UNICEF has moved rapidly to establish a presence in Poland and respond to the crisis both in terms of its own programming and through interagency contributions, including as a co-lead of the child protection and education sectors of the response. UNICEF in Poland is currently involved in the response by supporting the national government and local partners in delivering essential psychosocial support, education, health and protection services. For example, we are currently supporting municipalities to expand services; working with local providers to embed psychosocial support in schools; support teacher training and provision of needed learning supplies, short term expansion of capacities to absorb children into education and increasing access to digital learning solutions, support the demand for routine immunisation among caregivers and working with diaspora organisations to support longer term integration and social cohesion

Task description

Within the delegated authority and under the supervision of Operations Manager the Administrative Assistant performs administrative and logistical support functions as indicated by the requirements and structure of the organization: Communications & Workflow

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

Manage incoming and outgoing correspondence, e-mails and telephone calls.

Communicate routine and some non-routine information pertaining to the work of the team.

Establish and maintains the office filing and reference systems, both traditional and digital; and ensure the inter/intra-net websites are up to date and accurate. Calendar/Meetings/Correspondence Management

Maintain office calendar and arranges meetings

Take minutes of meetings, ensuring accuracy, attention to detail and coherence. Events/Logistics

Provides administrative and logistical support in organization of conferences and workshops by identifying venues and services required through engaging with facilitators, caterers and hosts.

Arrange times through liaising with participants over availability.

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

Prepare background materials for participants and uploads cleared materials on the intranet.

Prepare and maintain agendas on meetings and events related to the work group commitments. Travel

Provide travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaise with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.

Brief/de-brief staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.

Extract, input, maintain, and verify correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.

Assist in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.

Monitor travel certification and report back to the team. Results/expected outputs

Clear and concise track record of communication in meetings, workshops and other events is maintained

Timely provision of administrative and logistical support in line with UNICEF procedures and rules

Office personnel guided and advised on administrative procedures, local laws and rules

Timely provision of travel arrangements

Eligibility criteria

Age: 27 - 80

Nationality

Candidate must be a national or legal resident of the country of assignment.

Requirements

Required experience

3 years of experience in administrative or clerical fields at the national level.

Prior experience in operations support functions is an asset.

Relevant experience in a UN system agency or organization is considered as an asset

Thorough knowledge of administrative policies and procedures.

Organizational, planning and prioritizing skills and abilities.

Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines;
High sense of confidentiality, initiative and good judgment.

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

Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development;
Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment;
Area(s) of expertise

Administration

Driving license

-

Languages

English, Level: Fluent, Required Polish, Level: Fluent, Required

Required education level

Bachelor degree or equivalent in Administration, Economy, Office Management and related fields

Competencies and values

Core Values:

Care

Respect

Integrity

Trust

Accountability 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) Additionally, genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UN Entities‘ mission and vision, as well as to the UN Core Values.

Other information

Living conditions and remarks

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. UN Volunteer entitlements and allowances: The purpose of the allowances and entitlements paid to UN Volunteers is to enable UN Volunteers to sustain a secure standard of living at the duty stations in line with United Nations standards without incurring personal costs. The allowances are in no way to be understood as compensation, reward, or salary in exchange for the UN Volunteer’s service. Contingent on specific eligibility criteria, location of the volunteer assignment and contractual type and category, the payment of allowances will begin from the date of Commencement of Service For more information on entitlements please read the Condition of Service (https://explore.unv.org/cos) and use the entitlement calculator (https://app.unv.org/calculator) for the most up to date information.

Inclusivity statement

United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Note on Covid-19 vaccination requirements

Selected candidates for certain occupational groups may be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid-19) in line with the applicable host entity policy

Link to the organization’s job posting: https://unjobs.org/vacancies/1656705073933