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Administrative Support, Operations Section, UNICEF Refugee Response Office in Warsaw, Poland (until 31.12.2024)

Warsaw

  • Organization: UNICEF - United Nations Children’s Fund
  • Location: Warsaw
  • Grade: Level not specified - Level not specified
  • Occupational Groups:
    • Operations and Administrations
    • Disaster Management (Preparedness, Resilience, Response and Recovery)
    • Children's rights (health and protection)
    • Refugee rights and well-being
    • Emergency Aid and Response
    • Innovations for Sustainable Development
  • Closing Date: Closed

The UNICEF Refugee Response Office in Poland is looking for short-term support for its administrative and operations team. Under the supervision and guidance of the Admin & Finance Officer, this administrative support assignment will be responsible for executing a broad variety of procedural and specialized administrative tasks including event and travel administration. This is a short-term office-based assignment until 31 December 2024.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential. 

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone. 

And we never give up. 

For every child, a champion

Established shortly after the war in Ukraine escalated in February 2022, UNICEF Refugee Response Office in Poland has been working together with civil society and government partners at the local and central levels to strengthen systems, expand and adapt existing services, support policy development, provide technical expertise and capacity building. Two years on, we continue to work together to ensure refugee children and adolescents in Poland continue learning, families stay healthy and safe, and that best interests of all children, including the most vulnerable, are always prioritized in decision-making.  As the office exits from humanitarian action/response, the recovery/resilience/development programmes remains in the country and continue to support the Poland Government on specific thematic areas.

How can you make a difference? 

UNICEF Refugee Response Office in Poland is looking for a short-term support to join the Operations Team and provide necessary administrative and operational support. Under the supervision and guidance of the Admin & Finance Officer, this administrative support assignment will be responsible for executing a broad variety of procedural and specialized administrative tasks including event and travel administration.

Major tasks and responsibilities

General office support

• 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.

• Supports administration and coordination of office space arrangements. Conducts premises management in Warsaw, Gdansk and Krakow.

• Monitor and safe-keeping office access card.

Calendar/Meetings/Correspondence Management

• Schedule appointments and meetings where required. Maintains the team’s calendar.

• Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.

• Draft and/or process a variety of correspondence and other communications.

• Manages incoming and outgoing correspondence, e-mails and phone calls.

Events/Logistics

• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with the hotel, facilitators, caterers and hosts. Conduct side visit when necessary.

• Liaises with respective office sections upon receiving quotation on hotel booking for conferences/workshops.

Travel Support

• Support travel assistance to staff members 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.

• Assist the briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.

Assist the 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.

• Assist in the monitoring of travel certification and report back to the team.

Invoice Processing Support

• Support in collecting invoices and filing documents for approval and, transmission to Finance Unit for processing.

• 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. Assist in Asset Count exercise.

• Assist in monitoring adequate and appropriate use of office supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.

• Support in arranging for the purchase and timely distribution of office supplies.

To qualify as a champion for every child you will have… 

  • Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
  • A minimum of 6 years of relevant administrative or clerical work experience, preferably in the areas of travel administration, events organizing, premises and assets management.
  • Work in an international organization or another UN agency will be considered as an advantage.
  • Fluency in English and Polish is required.

For every Child, you demonstrate… 

UNICEF's values of Care, Respect, Integrity, Trust, Accountability, and Sustainability (CRITAS). 

To view our competency framework, please visit  here

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.

UNICEF offers reasonable accommodation for consultants/individual contractors with disabilities. This may include, for example, accessible software, travel assistance for missions or personal attendants. We encourage you to disclose your disability during your application in case you need reasonable accommodation during the selection process and afterwards in your assignment. 

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 also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. 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. 

Remarks:  

Only shortlisted candidates will be contacted and advance to the next stage of the selection process. 

Individuals engaged under a consultancy or individual contract will not be considered “staff members” under the Staff Regulations and Rules of the United Nations and UNICEF’s policies and procedures, and will not be entitled to benefits provided therein (such as leave entitlements and medical insurance coverage). Their conditions of service will be governed by their contract and the General Conditions of Contracts for the Services of Consultants and Individual Contractors. Consultants and individual contractors are responsible for determining their tax liabilities and for the payment of any taxes and/or duties, in accordance with local or other applicable laws. 

The selected candidate is solely responsible to ensure that the visa (applicable) and health insurance required to perform the duties of the contract are valid for the entire period of the contract. Selected candidates are subject to confirmation of fully-vaccinated status against SARS-CoV-2 (Covid-19) with a World Health Organization (WHO)-endorsed vaccine, which must be met prior to taking up the assignment. It does not apply to consultants who will work remotely and are not expected to work on or visit UNICEF premises, programme delivery locations or directly interact with communities UNICEF works with, nor to travel to perform functions for UNICEF for the duration of their consultancy contracts. 

This position is a short-term assignment and doesn’t give rise to a long-term permanent post with the organization.

This vacancy is now closed.
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