Administrative Associate, Damascus, Syria

Organization: UNICEF - United Nations Children’s Fund

Country: Syria

City: Damascus

Office: UNICEF Damascus, Syria

Closing date: Wednesday, 18 January 2023

Administrative Associate, G6, Damascus hub, Syria #110661, (Open to Syrian Nationals Only)

Job no: 558334

Position type: Fixed Term Appointment

Location: Syrian Arab Republic Division/Equivalent: Amman(MENA)

School/Unit: Syria

Department/Office: Damascus, Syria

Categories: Administration

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, Hope

Find out how UNICEF programmes drive change for children and young people every day, in Syria by visiting this: www.unicef.org/syria

How can you make a difference?

Under the supervision and guidance of the Chief Field Office, the Administrative Associate is responsible for executing various procedural and specialized administrative tasks for the respective field office requiring in-depth knowledge of UNICEF administrative procedures, processes, and policies.

Key functions, accountabilities, and related duties/tasks:

The main activities include but are not limited to: Procurement:

Facilitates the processing of contracts for consultants, Facilitators, and external partners that provide a service to the Field office. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements.

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

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.

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.

Maintains office calendar and arranges meetings

Takes minutes of meetings, ensuring accuracy, attention to detail and coherence

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

Prepares and maintains agendas on meetings and events related to the work group commitments

Invoice Processing

Responsible for collecting invoices and filing documents for approval and, thereafter , processing in VISION.

Uploads electronic files and verifies results to destination system.

Responds to client transaction status and other inquiries

Supplies/Equipment

Supports management of administrative supplies and office equipment and updating the inventory of items.

Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.

Arranges for the purchase and timely distribution of office supplies.

To qualify as an advocate for every child you will have...

Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.

Experience: A minimum of 6 years of relevant administrative or clerical work experience is required. Relevant experience in a UN system agency or organization is considered an asset.

Fluency in English and Arabic is required. Knowledge of another official UN language (Chinese, French, Russian or Spanish) is an asset

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: https://uni.cf/UNICEFValues

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.

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

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, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements. 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 promote the protection and safeguarding of all children. All selected candidates will, therefore, 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.

Remarks:

This position is not considered an elevated risk role. However, UNICEF reserves the right to conduct further vetting/ assessment within the scope of child safeguarding as appropriate.

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable females are encouraged to apply.

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

UNICEF appointments are subject to medical clearance. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government 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.

The VA is open to all (internal and external candidates).

The VA is open to Syrian nationals only.

Fixed Term Appointment for Two Years.

Advertised: Jan 03 2023 Syria Standard Time Application close: Jan 18 2023 Syria Standard Time

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Closes Jan 18 2023

Administrative Associate, G6, Damascus hub, Syria #110661, (Open to Syrian Nationals Only) in Syrian Arab Republic

Under the supervision and guidance of the Chief Field Office, the Administrative Associate is responsible for executing a wide variety of procedural and specialized administrative tasks for the respective field office requiring in-depth knowledge of UNICEF administrative procedures, processes, and policies.

Link to the organization’s job posting: https://unjobs.org/vacancies/1672844231697