Administrative Assistant (PFP), GS-5, Fixed Term, Manila, 00059902

Job no: 580504
Contract type: Fixed Term Appointment
Duty Station: Manila
Level: GS-5
Location: Philippines
Categories: Fund Raising

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: www.unicef.org

For every child, a fair chance

UNICEF has been an active partner of the Government of the Philippines and civil society in realizing the rights of every Filipino child, in line with priorities to achieve the SDGs. UNICEF efforts have been focused on the most vulnerable regions identified by the Government of the Philippines Development Plan, particularly in the regions of Visayas and Mindanao. To ensure that interventions are sustainable and scaled up, UNICEF will support both the national and local government units (LGUs) as the main instruments of delivering services and building systems. The level of engagement with government institutions will consider capacities, economies of scale and sector issues.

UNICEF Philippines has two offices. One office is based in Manila and a field office in Cotabato City, the second largest city in Mindanao, Southern Philippines, with some 300,000 population. The city is the regional administrative centre of the Bangsamoro Autonomous Region of Mindanao (BARMM). Mindanao is both conflict-affected and prone to frequent earthquakes and typhoons.

Visit this link for more information on Philippine Country Office: https://www.unicef.org/philippines/

How can you make a difference?

The Administrative Assistant will handle budget monitoring, recruitment coordination, procurement, travel arrangements, event logistics, and office management, ensuring that UNICEF’s mission is carried out effectively.

Under the supervision of the Chief of Private Fundraising & Partnerships (PFP), the post shall undertake the following tasks:

Budget Monitoring

• Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.

• Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.

• Prepares and maintains records, documents and control plans for the budget monitoring of project/programme implementation.

• Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.

Human Resources

• Drafts vacancy announcements for positions within his/her office for review by supervisor to help attract ideal candidates.

• Ensures timely and efficient screening of applications for minimum eligibility, taking into account qualifications, competencies, and post requirements.

• Liaises with candidates in the various stages of the recruitment process.

• Coordinates the scheduling of interviews and technical assessments.

• Records and maintains recruitment files, ensuring all necessary documentation has been prepared.

• Monitors lifecycle of recruitment process to update supervisor as necessary.

Office Planning & Project Management

• Ensures the availability of timely, complete and accurate information and data for preparing section work plans and project management plans.

• Undertakes basic research and performs comparative analysis of project/programme related data.

• Monitors project implementation against established milestones and makes recommendations to improve performance.

• Helps ensure timely compliance with agreed deadlines.

• Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information.

Procurement

• Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR.

• Facilitates the processing of contracts for consultants and external partners that provide a service to the section. 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.

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, ensuring accuracy, attention to detail and coherence.

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 maintain 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.

Attendance

• Maintains and updates a system which monitors the absence of staff.

To qualify as an advocate for every child, you will have the following 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 5 years of relevant administrative or clerical work experience is required.

Skills required:

• Extensive experience and advanced knowledge and skills in MS Word, Excel, PowerPoint is required.

• Knowledge of integrated management information systems is highly desirable. (e.g. SAP)

• Organizational, planning and prioritizing skills and abilities.

• Ability to deal patiently and tactfully with visitors, donors, vendors and partners

• 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 and to provide guidance to new and junior support staff.

Language:

Fluency in English and Filipino is a requirement, both oral and written.

Desirables:

• Relevant experience in a UN system agency or organization is considered as an asset.

• Knowledge on UNICEF SharePoint and UNICEF administrative policies and procedures is highly desirable.

How to apply

Qualified candidates are requested to complete an online candidate profile in https://jobs.unicef.org/en-us/job/580504/administrative-assistant-pfp-gs5-fixed-term-manila-00059902 (cut and paste link in web browser) on or before 28 March 2025. Only applications sent through the e-recruitment portal Job no. 580504 will be considered.

By applying through our Talent Management System (TMS) you agree to our privacy statement which is in line with the Philippines’ Data Privacy Act. You are strongly advised to read carefully through the privacy statement before submitting your application.

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 - link found in the TMS portal.

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

(8) Nurtures, leads and manages people.

Familiarize yourself with our competency framework and its different levels (link found in the TMS portal).

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 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, 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 appointments are subject to medical clearance. Appointments are also subject to 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. For this position, eligible and suitable candidates are encouraged to apply.

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 shall not facilitate the issuance of a visa and working authorization for candidates under consideration for positions at the national officer and general service category.

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.

Additional information about working for UNICEF can be found in the link provided in the TMS portal when you complete your application.

Advertised: 13 Mar 2025 Singapore Standard Time
Deadline: 28 Mar 2025 Singapore Standard Time

Job Type: Fixed term

Benefits:

• Health insurance

• Life insurance

• Paid training

• Work from home

Schedule:

• 8 hour shift

• Day shift

Ability to commute/relocate:

• Mandaluyong City: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Character / Reference Checks are required for this position. If you are willing to undergo this process to complete your recruitment, please agree to this question or click Yes (whichever is applicable).

Application Deadline: 03/28/2025