Administrative Assistant

Mission and objectives

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 favouritism. 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, hygiene/sanitation and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfil 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.

Context

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, hygiene/sanitation and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfil 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. COVID-19 Vaccination Requirement In addition to any duty station-specific vaccination requirements, all appointments are subject to confirmation of full vaccination against SARS-CoV-2 (COVID-19) with a World Health Organization (WHO)-endorsed vaccine, to be completed prior to taking up the appointment. This requirement does not apply to UN Volunteers who will work remotely, who are not expected to work at or visit UNICEF premises or programme delivery locations, who will not interact directly with the communities UNICEF serves, and who will not travel in the performance of their functions for the duration of their assignment. Reasonable Accommodation UNICEF provides reasonable accommodation for UN Volunteers with disabilities, which may include accessible software, travel assistance for missions, or personal attendants, among other measures. Applicants are encouraged to disclose any disability during the application process should they require reasonable accommodation, both during recruitment and throughout their assignment.

Task Description

Under the direct supervision of the Administrative Officer and dotted line to Registry and Records Assistant, both based in Maputo, and in close coordination with other members of the Administrative and Finance Unit, the UN Volunteer will undertake the following tasks:

• Provide support to the Administrative Unit, particularly in organizing internal staff meetings, including arranging and clearing catering services.
• Provide support on Protocol-related matters (e.g., visas, diplomatic cards, importation/exemption procedures, and other related processes).
• Receive and screen incoming external telephone calls, directing them to the appropriate staff member.
• Maintain the online registration system for all incoming and outgoing correspondence.
• Prepare the outgoing UN Pouch and coordinate its delivery to UNDP.
• Liaise with UNDP regarding incoming Pouch shipments; arrange collection, open, sort, register, and distribute contents accordingly.
• Maintain records of invoices received from EDM (electricity) and water supply/drinking water providers; ensure timely payment via POS within established deadlines; retain proof of payment.
• Maintain online registration of all invoices received, scan and forward them to the relevant sections, and deliver original copies to the Finance Section.
• Maintain records of, and liaise with, Express Mail Service (EMS) providers to arrange parcel deliveries.
• Provide administrative support in receiving, maintaining stock control of, and distributing Personal Protective Equipment (PPE) as required.
• Provide general administrative support to the Administrative.

Competencies and values

• Care
• Respect
• Integrity
• Trust
• Accountability
• Sustainability

Living conditions and remarks

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. This position is based in Maputo. National UN Volunteers are part of the malicious insurance plan. National UN Volunteers are expected to be culturally sensitive and adjust to the prevailing culture and traditions.