Administrative Assistant

UNICEF, Budapest, Hungary

Skill Required:, HR and Admin
Preferred Experience: 
5 years
Closing Date for Applications: 
5th October, 2020


Job Description

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.

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 future

The Office of Internal Audit and Investigations (OIAI) is an independent office reporting to UNICEF's Executive Director and the Executive Board. The Investigations Service investigates reports of possible violations of rules or regulations, mismanagement, misconduct, waste of resources or abuse of authority. The position is located in Budapest.

How can you make a difference?
The Administrative Associate is accountable for both specialized and procedural communications, operational and administrative support services and acts as the administrative focal point for the Field Operations Sections of OIAI's Investigations Service. Under the supervision of the Chief of Section, the Administrative Associate will be responsible for providing support to the day to day operational and specialized administrative activities related to the investigation function, to enhance the smooth running of the supervisor's day-to day actions, as well as his/her section.

Operations Support:

  • Assists investigators with matters under investigation including the preparation of flow charts and chronologies;
  • Extracts key data and updates the database, monitors requisite follow-up actions and approvals;
  • Assists with drafting of periodical statistical data for reports and maintains statistical records of investigations;
  • Assists in the preparation of work products of the Investigations Service for electronic storage, access and circulation/publication, including document scanning and conversion;
  • Assists in the management of the transcriptions services;
  • Provide post investigative support to facilitate disciplinary proceedings and/or any other appropriate action that may result from an investigation

Budget Monitoring

  • May assist in monitoring budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
  • Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
  • Prepares and maintains records, documents and control plans for the budget monitoring of project/programme implementation.

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.
  • Under supervision, may review, verify and process reports of the Investigations Service ensuring conformity to relevant guidelines and requirements, extract key data and update database, monitor requisite follow-up actions, approvals, etc.;
  • Handles verbal and written inquiries providing detailed information on processes and procedures related to a range of investigation activities, instruments and issues;

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

Process, draft, edit, proofread and finalize for signature/approval a variety of correspondence and other communications;

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

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.

Qualification of Successful Candidate

  • Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work. University level courses in public or business administration or another related field is an asset.
  • A minimum of 5 years of relevant administrative or clerical work experience is required.
  • Fluency in English is required. Working knowledge of French, Spanish or Arabic is an advantage. Knowledge of another UN language is considered as an asset.

Source:https://jobs.unicef.org/en-us/job/533843/repost-administrative-assistant-gs5-office-of-internal-audit-and-investigations-outposted-in-budapest-hungary...


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