Cuba: Administrative Assistant (GS-5) – La Habana, Cuba

Organization: UN Children's Fund
Country: Cuba
Closing date: 16 Oct 2017

Post Title: Administrative AssistantProposed Level: G-5Duty Station:La Habana, CubaSupervisor: Operations Officer

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.

For every child, a champion

Under the supervision and guidance of the Operations Officer, the Administrative Assistant is responsible for executing a broad variety of standardized administrative tasks for the respective section(s) requiring a 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.

How can you make a difference?

The efficiency and effectiveness of support provided by the administrative assistant ensure that a strong administrative platform is provided to the respective sections, which in turn affects the timely and accurate completion of the services provided by advisors and specialists in the team.

We are looking for a dynamic and innovative Administrative Assistant to support UNICEF’s Cuba Office in the following areas:

Travel

Contracting of service providers

Events and Conferences

Property management, office equipment, vehicles.

General Administrative Duties

Greening Activities

Vendor Maintenance

Travel

Provides travel assistance to staff 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.

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

Extracts, inputs, maintains and verifies 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 budgetary control records.

Contracting of service providers

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

Keeps vendor lists, partners, and consultant rosters up-to-date.

Events and Conferences

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

Arranges times through liaising with participants over availability.

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

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

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

Property management, office equipment, vehicles

Supports management of administrative supplies, office equipment, and vehicles, 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.

General Administrative Duties

Maintain hard and electronic files and update database systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information

Maintain attendance records/act as a leave focal point.

Monitor the utilization of all financial input requisitions and report to the supervisor for necessary adjustments (over-utilization, shortage of funds, etc.) Familiarize with programme monitoring related instructions/tools and report to supervisor for significant changes

Greening Activities

Participation in the development and implementation of agreed greening activities in the office and with other UN agencies.

Monitoring and reporting of environmental footprint indicators.

Vendor Maintenance

Act as Master Data Management Local Focal Point for the Office requesting new Vendors and maintenance the ones that are created.

To follow and keep updated the process of Vendor registration in UN Global Market.

Be responsible for Vendor´s evaluation when required.

For every Child, you demonstrate:

Core Values:

Commitment

Diversity and inclusion

Integrity

Core competencies

Communication (I)

Working with people (II)

Drive for results (I)

Functional Competencies

Analyzing (I)

Applying technical expertise (I)

Planning and organizing (I)

Following Instructions and Procedures (I)

To qualify as a champion for every child you will have:

Education: Completion of secondary education, preferably supplemented by technical or university courses related administrative work.

Experience: A minimum of 5 years of progressive administrative or clerical work experience is required.

Language: Fluency in Spanish and English is required.

General Service Staff are recruited locally. Candidates must be in possession of an existing work permit or resident/citizen of Cuba to be considered eligible for this post. Please note that General Service (GS) staff are locally recruited staff and therefore, candidates are personally responsible for any travel and accommodation arrangements.

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.

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=507257