Administrative Assistant, (GS-4), Santo Domingo, Dominican Republic

The Administrative Assistant is responsible for executing a broad variety of standardized administrative tasks for Health Section and Education Section requiring thorough knowledge of UNICEF administrative procedures, processes and policies. In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.

For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.

Purpose of the Position

The Administrative Assistant is responsible for executing a broad variety of standardized administrative tasks for Health Section and Education Section requiring thorough knowledge of UNICEF administrative procedures, processes and policies.

In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.

Key Accountabilities and Duties & Tasks

Summary of key functions/accountabilities:

• Travel

• Invoice processing

• Contracting of consultants and service providers

• Organizing events and conferences

• Property management, office equipment, vehicles.

• General administrative duties 

• Travel

• Provides travel assistance to staff and consultants in section for travel arrangements and entitlements based on the organization's rules and policies.
• Draft documents in Vision for travel. Follow up with the administrative procedures.
• Certify travel authorizations in the organization's travel system to ensure accurate transactions related to travel costs and staff travel. 

• Invoice processing

• Responsible for collecting invoices and filing documents for approval.
• Draft documents in Vision (Requisitions, Funds Commitments, and others). Upload electronic files and verify results in VISION. Follow up with the administrative procedures.
• Follow-up with GSSC and verify full processing, when he/she is finance/assistant back-up
• Prepare correspondence for supervisors´ signature. Draft correspondence on routine matters. 

• Contracting of consultants or other service providers

• Facilitates the processing of contracts for consultants and external partners that provide a service to the sections. This includes preparing and filing documents, completing necessary forms and templates and making necessary logistical arrangements.
• Keeps vendor lists, partners, and consultant rosters up-to-date for health and education sections.
• Prepare all documents for PRC and CRC as requested.

• Organizing events and conferences

• Supports capacity development activities and conferences organized by Health and Education sections 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.

• General administrative duties

• Arrange appointments for supervisors and consultants, receives visitors, place and screen telephone calls, and responds to routine requests for information.  
• Maintain hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information
• Maintain attendance records / act as a leave focal point.
• Petty cash custodian when she/he is financial/assistant back-up.
• Monitor the utilization of all financial input requisitions and report to the supervisors for necessary adjustments (over-utilization, shortage of funds, etc.) Familiarize with programme monitoring related instructions/tools and report to supervisors for significant changes.

Qualifications of Successful Candidate

Competencies of Successful Candidate

Core Values

• Commitment
• Diversity and Inclusion
• Integrity

Core competencies

• Communication
• Working with People
• Drive for Results

Functional Competencies

• Analyzing
• Learning & Researching
• Planning and organizing
• Following Instructions and Procedures

To view our competency framework, please click here. 

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 organisation.