Administrative Assistant, (GS-4), Montevideo, Uruguay #18499

Under the close supervision and guidance of the Representative (P-5), the administrative assistant supports the Office of the Rep and the Operations team by being accountable for communications, operational and secretarial support services to enhance the smooth running of the team and its workflow, ensuring timely and effective delivery that is consistent with UNICEF rules and regulations.

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, support

UNICEF has been present in Uruguay since 1992. Since then, it has provided technical cooperation and financial assistance to the Government and to the society in different areas to promote the rights of children and adolescents and generate opportunities for all of them to achieve the full development of their abilities. UNICEF work is based on a cooperation program that is agreed with the government every five years. A new cooperation program between UNICEF and Uruguay's Government started in March 2021.

UNICEF provides technical assistance and advice for monitoring, supporting and promoting children's rights on the following areas within the country:

• Support policies to reduce levels of poverty affecting children with special focus on early child development.
• Prevention of non-communicable diseases on children under five.
• Improve graduation rates in upper secondary education.
• Guarantee the access of children with disabilities to inclusive education.
• Reduce the number of children and adolescents living in institutional care.
• Prevention of violence against girls and boys.
• Empower adolescents to participate in decision making processes.
• Improve alternatives to deprivation of liberty for adolescents in conflict with the law.
• Raise awareness about child rights among Uruguay's general public and the engagement of the private sector, civil society organizations (CSOs) and academic institutions in promoting, protecting and monitoring child rights.

How can you make a difference?

Strategic office context:

UNICEF has been present in Uruguay since 1992, providing technical cooperation and financial assistance to the Government and to the society in different areas to promote the rights of children and adolescents and generate opportunities for all of them to achieve the full development of their abilities. UNICEF work is based on a cooperation programme that is agreed with the Government every five years.

The current cooperation programme is under implementation until 2025. It covers the following thematic areas: protection of children against violence, access to justice, education, social policies, early childhood development, nutrition, mental health, as well as evidence generation, monitoring, participation and mobilization for children and adolescents´ rights.

Purpose of the Position

Under the close supervision and guidance of the Representative (P-5), the administrative assistant supports the Office of the Rep and the Operations team by being accountable for communications, operational and secretarial support services to enhance the smooth running of the team and its workflow, ensuring timely and effective delivery that is consistent with UNICEF rules and regulations. 

Key Accountabilities and Duties & Tasks

Summary of key functions/accountabilities:

Under the supervision of the Representative, and in close coordination with the Operations Officer:

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.

Calendar/Meetings/Correspondence Management

• Maintains office calendar and arranges meetings.
• Takes minutes of meetings and keep the correspondence of the unit well
• Organized.

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 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 maintains 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.

Qualifications of Successful Candidate:

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

Experience: A minimum of 4 years of relevant administrative or clerical work experience is required.

Additionally, an asset will be:

• Thorough knowledge of UNICEF administrative policies and procedures.
• Strong organizational, planning, and prioritizing skills and abilities.
• High sense of confidentiality, initiative, and good judgment.
• Ability to work effectively with people of different national and cultural backgrounds.
• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint.
• Strong office management skills.

Education: Completion of secondary education is required, preferably supplemented by technical o university courses related to business administration, secretarial or related areas.

Language Requirements: Fluency in English and Spanish is required.

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter.

UNICEF competencies required for this post are…

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).

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.

UNICEF is committed to promote the protection and safeguarding of all children.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. 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.

To be eligible for this position, candidates must reside in Uruguay. Non-Uruguayan candidates must be in possession of a valid work permit 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.

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