Administrative Assistant/Clerk – Local Post

Duration – 11 Months

The Position:

The Administrative Assistant/Clerk post is in the Operations Team of the Administration and Management Support Unit, of the Humanitarian Response Division (HRD), based in Geneva.

Administrative Assistant /Clerk provides operational support, more precisely administrative, financial, travel and logistical support to the Humanitarian Response Division team.

You will report to either the Operations Specialist, or Administrative/Finance Associate.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

You will support effective and efficient functioning of the Humanitarian Response Division focusing on the achievement of the following results.

You would be responsible for:

Travel: Assist with the processing of travel requests in compliance with UNFPA policies and procedures. The travel services will be provided to staff members and Humanitarian Response Division sponsored travelers.

• Maintains travel plans for the Division. Arrangement of travel and hotel reservations, communication with travel agents regarding tickets issuance and possible changes.
• Preparation of travel authorizations and entitlements calculation.
• Support to with security clearances.
• Support to staff members in preparation of the travel claims.
• Collecting supporting documentation necessary for travel-related payments.
• Assist with maintaining an up-to-date filing system for travel documents.

Procurement: Support to the Operation Unit with procurement of goods and services.

• Basic market research.
• Preparation, collection, compiling, and submission of supporting documentation needed within the procurement process as per UNFPA Rules and Regulations.
• Assist with maintaining an up-to-date filing system for procurement documents.

Human Resources: provides support to the Operations Unit in the implementation of human resource policies and processes related to the Individual Consultants:

• Support of the publishing of Consultancy vacancies.
• Collect the necessary documents for drawing up the IC contracts.
• Prepares draft calculations of individual consultant fees in line with UNFPA rules and regulations and submit it for approval by the Administrative/Finance Associate and/or Operations Analyst.
• Collection of the documentation and upload of individual consultant data into the Consultant Monitoring Tools (CMT).
• Follows up on the expiry of contracts and the final evaluation of performance and initiates the contract amendments if necessary.
• Ensures a chronological classification of the individual consultants and assists with maintaining an up-to-date filing system for IC documents.

Administration: Providing logistical, administrative and secretarial support for arrangements of events, meetings and workshops under Humanitarian Response Division in collaboration with Operations team. Support with other tasks such as:

• Support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and Swiss government authorities.
• Preparation of the basic correspondence, invitation letters and similar.
• Carry out other relevant tasks according to requests from the Operations Specialist.

Qualifications and Experience:

Education:

Completed Secondary Level Education required. First level university degree in Finance, Business, Public Administration is considered advantage.

Knowledge and Experience:

• Four years of relevant experience in administration, procurement and/or office management.
• Previous UN experience is considered asset.
• Proficiency in current office software applications, web-based management and ERP financial systems.
• Strong interpersonal and organizational skills.
• Good writing and communications skills.

Languages:

Fluency in written/spoken English and French is required.

Required Competencies:

Values:

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change

Functional Competencies:

• Logistical support;
• Managing data;
• Managing documents, correspondence and reports;
• Managing information and workflow;
• Job knowledge/technical expertise;
• Planning, organizing and multi-tasking.

Core Competencies:

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,
• Communicating for impact