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, support

Under the supervision and guidance of the supervisor, you are responsible for executing a broad variety of routine tasks and some specialized ones for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.

You will be responsible for providing travel and transportation support as per established UN travel rules and regulations for official purposes. Review, evaluate and distribute work to the drivers and to the transport service providers. You will make travel arrangements for the Office and perform liaison duties with other units.

How can you make a difference?

Summary of key functions/accountabilities:

• Travel and guest house accommodation
• Invoice processing
• Procurement support for operations
• Office correspondence
• Fleet and drivers management
• General Administrative duties

Travel and guest house accommodation:

• Arrange and timely process travel authorization and travel entitlement and verifies travel claim settlement.
• Process and obtain visas and residencies for international staff member and visitors when required.
• 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.

Invoice Processing:

• Responsible for collecting invoices for goods/services and filing documents for approval and, thereafter processing in VISION on timely manner.
• Uploads electronic files and verifies results to destination system.
• Responds to client transaction status and other inquiries.

Procurement support for operations: 

• Consolidates procurement requirements for Aden field Office with relevant staff and ensures provision of office supplies and services.
• Raise Purchase requisitions for local procurements in VISION and
• Timely conduct low value procurement through Low Value Purchase Orders (LVPOs).

Office correspondence:

• Dispatch and receive pouches to/from country office and outpost/Hubs. Timely handover of all incoming mails to concern staff member.
• Draft correspondences, memorandum and reports via oral instructions, previous correspondences, other available information, or specialized tasks which may be of a confidential nature within the assigned area of responsibility, in accordance with standard office procedures.

Fleet and drivers’ management:

• Supervision of transport unit for implementing UNICEF vehicles management procedures, policies and guidelines in managing fleet.
• Ensure vehicles are equipped with required tools and communication equipment.
• Maintain vehicles in good working condition, ensures timely maintenance and repair of transport assets and drivers maintain up to date log on vehicles.

General Administrative duties:

• Maintain hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information.
• Support effective working relations with other agencies, local authorities and implementing partners on issues relating to administrative matters through information exchange, collaboration, and harmonization. Cooperates with other UN agency counterparts in the UN reform initiatives (including being part of OMT working group, harmonization on transportations, accommodation, and liaison aspects with authorities. etc).
• Support Admin functions being OIC in absence of staff member when needed.

Performs any other tasks assigned by the supervisor.

If you would like to know more about this position, please review the complete Job Description here:  Job Profile_Administrative Assistant (Travel & Transport) GS-5FT Aden YemenPost#118518.pdf

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 5 years of relevant administrative or clerical work experience is required.
• Language Requirements: Fluency in English and Arabic is required. Knowledge of another UN language or local language of the duty station is considered as an asset.

Desirables:

• Developing country work experience and/or familiarity with emergency.
• Training and experience using MS Word, Excel, PowerPoint and other software such as SharePoint; knowledge of integrated management information systems required.
• Thorough knowledge of 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.

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 committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious or ethnic background, and persons with disabilities, to apply to become a part of the organization. To create a more inclusive workplace, UNICEF offers paid parental leave, breastfeeding breaks, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements. Click here to learn more about flexible work arrangements, well-being, and benefits.

According to the UN Convention on the Rights of Persons with Disabilities (UNCRPD), persons with disabilities include those who have long-term physical, mental, intellectual, or sensory impairments which, in interaction with various barriers, may hinder their full and effective participation in society on an equal basis with others. In its Disability Inclusion Policy and Strategy 2022-2030, UNICEF has committed to increase the number of employees with disabilities by 2030. At UNICEF, we provide reasonable accommodation for work-related support requirements of candidates and employees with disabilities. Also, UNICEF has launched a Global Accessibility Helpdesk to strengthen physical and digital accessibility. If you are an applicant with a disability who needs digital accessibility support in completing the online application, please submit your request through the accessibility email button on the UNICEF Careers webpage Accessibility | UNICEF.

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 based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities. UNICEF is committed to promote 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, and selected candidates with disabilities may be requested to submit supporting documentation in relation to their disability confidentially.

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. For this position, eligible and suitable Female 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 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 here.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements