UNICEF | Administrative & Finance Assistant

Work type: Fixed Term Staff
Location: State of Palestine
Categories: Finance and Administration

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

Under the direct supervision of the Operations Manager, the incumbent undertakes administrative management support services in the Gaza Field office. The incumbent assists in ensuring efficient and cost effective administrative support services, providing guidance to other staff in the area of office administrative assignments. Ensures the office's administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations.

Summary of key functions/accountabilities:

Appropriate and consistent interpretation and application of administrative policy and procedures timely implemented to support operations at the country or sub-country levels.

Supports supervisor and the Chief of Field office, and updates staff on administrative policies, procedures rules and regulation.  Implements the appropriate application and interpretation of administrative rules, regulations, policies and procedures. Briefs and assists arriving and departing staff on basic administrative procedures and requirements.

Contributes to recommendations on the improvement of internal controls systems taking into account the prevailing conditions in the locality.

Keeps supervisor abreast of potential problem areas, prepares reports on administrative matters as required.

Provides administrative support and services to sub-country (zone) offices and out postings, where applicable, including preparation and funding of service contracts, preparations of PGMs for all admin supplies and guidance on administrative procedures.

The budget preparation and implementation are properly administered in the area of administrative management and services.

Assists supervisor in preparing estimates on office premises, supplies and equipment requirements for budget preparation purposes and manages the petty cash in the field office

Property management of administrative supplies assistance ensures, office equipment, vehicles and other properties is effectively maintained

Supports management of administrative supplies and office equipment, updating inventory of items, serving as ex-officio member to the Property Survey Board where applicable. Assists supervisor in Property Survey Board submissions, preparing minutes of meetings. Assists supervisor in executing PSB recommendations approved by the Head of Office.

Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards,

All administrative transactions and arrangements of contracts satisfy the requirements as stipulated and are in compliance with the applicable policies,  procedures, rules and regulations.

Contributes to the reviews of contractual arrangements related to administrative support (i.e. courier, premises maintenance, ancillary administrative support, vehicle maintenance, equipment maintenance etc.) to ensure that the terms and conditions of all contracts are being adhered to by providers of goods and services. Proposes to supervisor any changes that may be required.

Performs any other duties and responsibilities as requested

Drafts all correspondences with regard to administrative and operations support including  individual and institutional contracts, security and  follow up with concerned sections in Jerusalem  and ensure signature and distribution of these correspondences

Make all arrangements including telephone calls for meetings, discussions between UNICEF, vendors' contractors/consultants.  Manage the annual and other type of leave for staff in Gaza and liaise with HR Jerusalem in providing all required documentation.

Carry out any other tasks as required.


Qualifications of Successful Candidate

-   Completion of secondary education. High School Diploma, and business courses or other relevant disciplines.
-    A minimum of 5 years of experience in administration, accounting, or office management work, including on the job training in accounting and financial and administrative procedures and systems. Knowledge and skills in using standard office computer applications.
-        IT Skills – Computer literacy and the ability to effectively use standard office software tools and other office technology to create documentation, exchange and archive e-mail, and maintain electronic filing systems.
-        Office Management Skills – Five years of office support work experience, including, organizing and supervising the whole range of office support and administrative activities. Ability to work with minimum of supervision. Ability to extract and format data and to solve operational problems. Ability to organize own and others work, set priorities and meet deadlines. Ability to organize meetings and events. Ability to handle work quickly and accurately under time constraints
-    Fluency in English and Arabic is required.
-    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.