Administrative Assistant (Receptionist), GS-4, TA, Kyiv, Ukraine

Under the supervision and guidance of the Administrative Associate, the Administrative Assistant is responsible for executing a broad variety of routine tasks requiring full knowledge of UNICEF administrative procedures, processes and policies.

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, hope

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.

Job organizational context:

The Administrative Assistant is accountable for communications, operational and secretarial support services to enhance the smooth running of the office and its workflow.

Purpose for the job:

Under the supervision and guidance of the Administrative Associate, the Administrative Assistant is responsible for executing a broad variety of routine tasks requiring full knowledge of UNICEF administrative procedures, processes and policies.

How can you make a difference? 

Communications & Workflow

• Being present in the reception area during the working hours of UNICEF Ukraine.
• Meets office visitors, in case of necessity accompanying them to meeting rooms, serving coffee/tea at the official meetings.
• Answers and transfers the incoming phone calls; advises people, organizations etc. asking UNICEF for assistance; processing inquiries.
• Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
• Assists the newly arrived staff with the office-related requests.
• Makes copies/scanning/faxing of documents at the request of the Supervisor and other staff members.
• Supports colleagues in ordering of business cards, posters, folders, maps, other printing materials.
• 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.
• Drafts letters on various administrative issues.
• Serves as a back-up to Administrative Associate, including drafting letters, translating letters, arranging meetings, etc. 

Calendar/Meetings/Correspondence Management

• Maintains office calendar and arranges meetings and events in the office, preparing the required materials; books the meeting rooms at staff requests.
• Takes minutes of meetings and keeps the correspondence of the unit well organized.
• Registers the incoming and outgoing documents (Invoice/Outgoing/incoming letters), sorts the incoming correspondence for distribution internally to recipient sections.
• Manages sending the outgoing correspondence via respective currier/postal services, following up with the status of receipt of documents, maintaining the filing systems of recording of dispatched documentation and letters.

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.
• In case of necessity organizing transfers, hotel accommodation for visitors, communicating with drivers to ensure the person was duly met.

Procurement

• Assist with low value procurement for the office needs.
• Facilitates the processing of contracts for consultants and external partners that provide a service to the office. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements.

• Maintains up-to-date vendor lists, partners, and consultant rosters.
• Maintain and process documentation for execution of logistics operations (e.g. customs clearance, invoice verification), and take appropriate actions to resolve operational issues, escalating complex issues to the supervisor.

Invoice Processing

• Responsible for collecting and registering 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.
• Coordinates the technical maintenance of coffee machines – check the condition and arrange maintenance checks once per 2 months by the service center.
• Assists admin colleagues in tasks related to the maintenance of premises, including coordination of small repairs, purchases minor supplies, e.g. lamps, handles, motion sensors, etc.
• Coordinates courier services, including communications with couriers, managers, tracing of deliveries if needed.
• Orders the recycling services when needed but at least once per month, coordinates and accompanies the visits of collectors. Monitors the batteries utilization box.

Attendance

• Maintains and updates a system which monitors staff and vehicles passes.
• Draft requests for temporary visitor cards issuance, track their timely return.
• Other duties as could be assigned by the Supervisor.

Impact of Results

The Administrative Assistant provides support in the application of established rules and procedures as well as in typical, non-specialized support work. Key performance indicators include the timely and accurate performance of assigned activities.

In terms of communication, he/she is accountable for the exchange of routine, and less frequently non-routine, information with counterparts within UNICEF. Routine exchange of information outside of the team includes arranging travel and/or procurement and information technology support.

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

Minimum requirements:

• Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.

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

• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
• Good knowledge of UNICEF administrative policies and procedures.
• Organizational, planning and prioritizing skills and abilities.
• Ability to deal patiently and tactfully with visitors.
• High sense of confidentiality, initiative and good judgment.
• Ability to work effectively with people of different national and cultural background.
• Ability to work in a team environment to achieve common goals.

• Language Requirements: Fluency in English and local language is required.

Desirables:

• Developing country work experience and/or familiarity with emergency. 
• Experience of work with international organizations or companies is an asset.

• Knowledge of another official UN language is an asset.

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

The 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 

Familiarize yourself with our competency framework and its different levels.

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 measures to include a more diverse workforce, such as paid parental leave, time off for breastfeeding purposes, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF does not hire candidates who are married to children (persons under 18). 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 promoting the protection and safeguarding of all children. All selected candidates will 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 appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children. 

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions 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 does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Eligible staff members on fixed-term, continuing or permanent contracts applying to IP TA positions in a duty station designated as L2/L3, may be able to retain a lien and their fixed-term entitlements, subject to approval by their Head of Office. The conditions of the temporary assignment will vary depending on the status of their post and relocation entitlements may be limited as per the relevant policies.

Additional information about working for UNICEF can be found here.

This position is based in Kyiv, and the incumbent will be expected be work on-site. However, depending on the security conditions and advisory, s/he will be required to relocate within Ukraine.