TEMPORARY APPOINTMENT: Administrative Assistant, (GS-5), Lilongwe, Malawi, # 127453, 364 days (Open to Malawian Nationals Only)

The Malawi Country Office offers an exciting and rewarding career opportunity for you to join our dynamic Administration team as our Administrative Assistant. You will be responsible for executing a broad variety of routine administrative tasks for the Unit and will be accountable for procedural and some specialized operational and administrative support services, requiring thorough knowledge of UNICEF administrative procedures, processes, and policies. Under the guidance and supervision of the Administrative Officer, you will support the supervisor in initiating, following up and resolving issues pertaining to administrative services and requests.

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...

The UNICEF Malawi Country Programme (2024-2028) works through a One-UN approach based on the new United Nations Sustainable Development Cooperation Framework (UNSCDF) Strategic Priorities. 2024-2028). All four strategic priorities of the UNSCDF2024-2028 hold significance to UNICEF and the priorities identified for children: i) Economic Development, ii) Governance, iii) Human Capital Development, and iv) Climate Change. UNICEF co-leads the further elaboration and results in developing the Human Capital Development strategic priority. The intent of the UNICEF CPD 2024-2028 is fully aligned with these priorities, which are also directly linked to the pillars of Malawi Vision 2063, and the Malawi Implementation Plan (MIP, 2030). To this extent, UNICEF’s strategy for the CPD includes Child Survival and Development (Health, Nutrition and WASH), Education, Learning and Child Protection, Social Policy (Social Protection and Public Finance for Children), Gender Equality, Inclusion and Innovation within a robust evidence-informed environment. These are focus areas under the Human Capital Development Enabler of the MIP (2030). The Country Programme envisages the progressive fulfilment of the rights to survival, development, education, protection and participation of all children, including adolescents, especially the most vulnerable and those at risk of being left behind, in an inclusive, resilient and protective environment. Besides Malawi's 2063 vision and 2021–2030 implementation plan (MIP), the African Union's Agenda 2063; UNICEF's Strategic Plan, Gender Action Plan III, Innovation Strategy; and the SDGs. The country programme includes child survival and development, learning, skills development and protection, and social policy. All components are supported by the programme and operational effectiveness and efficiency imperatives. Risk-informed programming across the humanitarian and development nexus in all three outcome areas will strengthen disaster preparedness, enhance climate adaptation/mitigation and response, and increase the resilience capacity of institutions, communities and young people. Programming aligns with UNICEF Core Commitments for Children in Humanitarian Action and the Inter-Agency Standing Committee's Transformative Agenda.

How can you make a difference?

The Malawi Country Office offers an exciting and rewarding career opportunity for you to join our dynamic Administration team as our Administrative Assistant.  You will be responsible for executing a broad variety of routine administrative tasks for the Unit and will be accountable for procedural and some specialized operational and administrative support services, requiring thorough knowledge of UNICEF administrative procedures, processes, and policies. Under the guidance and supervision of the Administrative Officer, you will support the supervisor in initiating, following up and resolving issues pertaining to administrative services and requests.

This job therefore presents a unique and significant opportunity for a qualified, vibrant, motivated, and committed person to contribute to the overall achievement of transformative results for children with professional excellence and by delivering on the following key responsibility areas, but not limited to:  

• Support the management of administrative supplies, office equipment, vehicles and other properties.
• Support the management of all administrative transactions and arrangements, including facilities such as internal and external office conference bookings and logistics.
• Contribute to the preparation of the Operations budget and support effective monitoring of financial expenditures.
• Facilitate communications and workflow of the administration unit to enhance the efficiency and timeliness of operations and outputs which includes managing incoming and outgoing mail, telephone calls and filing/electronic files.
• Any other assigned administrative responsibilities and services as required.

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

Education and Relevant Experience:

Completion of secondary education is required, preferably supplemented by related field of work in Business Administration, Management, Finance or any other relevant field of discipline plus five years’ work experience.

* For this position, a bachelor’s degree from a recognized academic institution in Business Administration, Management, Finance, or other relevant field may replace three years of related work experience. A master’s degree may replace additional two years.

Technical Experience and Skills:

• Relevant administrative or clerical work experience is required.
• Practical work experience in asset and inventory management is highly desirable.
• Work experience with United Nations (UN) is a strong asset.
• Sound computer skills, including various office applications is required.
• Knowledge of local government protocol standards and regulation is highly desirable.
• Accounting and budget monitoring skills is required.
• Negotiation skills is a strong is required.
• Organizational, planning and prioritizing skills and abilities is required.
• Excellent writing and presentation skills is a strong asset.
• Good judgement, initiative, high sense of responsibility and confidentiality is required.
• Ability to work in a team environment with people of different national and cultural background to achieve common goals and to provide guidance to more junior support staff is required.

Language:

• Fluency in English, both strong verbal and written skills, is essential.

You are encouraged to download the detailed job description  Administrative Assistant GS5_Job Description.pdf in order to view the full role and its requirements.

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: UNICEF Values

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. 

Remarks:

The 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 female are highly encouraged to apply.

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 may also be 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.

UNICEF only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/.

This vacancy announcement is open to all internal staff and external candidates.

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

To deliver results for the children of Malawi, UNICEF Malawi Country Office works in a fast-paced but impactful environment where creativity, innovation, collaboration, teamwork, a safe space, and professional development are supported and encouraged. We are therefore seeking individuals who are motivated to make a real difference and serve the children of Malawi with resourcefulness, resilience, creativity, and professional excellence.