Turkey: TA: Administrative Assistant GS5, Gaziantep, Jordan, # 109958

Organization: UN Children's Fund
Country: Turkey
Closing date: 14 Apr 2019

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.

How can you make a difference?

Under the supervision and guidance of the supervisor, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.

Human Resources

Drafts vacancy announcements for positions within his/her office for review by supervisor to help attract ideal candidates.

Ensures timely and efficient screening of applications for minimum eligibility, taking into account qualifications, competencies, and post requirements.

Liaises with candidates in the various stages of the recruitment process.

Coordinates the scheduling of interviews and technical assessments.

Records and maintains recruitment files, ensuring all necessary documentation has been prepared.

Monitors life-cycle of recruitment process to update supervisor as necessary.

Calendar/Meetings/Correspondence Management

Maintains office calendar and arranges meetings

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

Events/Logistics

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 on the intranet.

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

Travel

Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organizationâ€™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, and documentation procedures.Â

Extracts, inputs, maintains, and verifies correctness of travel records in the organizationâ€™s travel system to ensure accurate transactions related to travel costs and staff travel.

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

Monitors travel certification and report back to the team.

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, office equipment, and updating 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.

Attendance

Maintains and updates a system which monitors the absence of staff.

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.

A minimum of 5 years of relevant administrative or clerical work experience is required.

Fluency in English is required. Knowledge of another UN language or local language of the duty station is considered as an asset.

For every Child, you demonstrate…

UNICEF’s core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.

The competencies required for this post are….

View our competency framework at

http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

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, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

Remarks:

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

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

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=520957

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