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 for as long as we are needed. 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 professional and personal development that will help them reinforce a sense of purpose while serving children and communities across the world. We welcome everyone who wants to belong and grow in a diverse and passionate culture, coupled with an attractive compensation and benefits package.
Visit our website to learn more about what we do at UNICEF.
For every child, the right to opportunity
In Honduras, UNICEF supports the creation and development of national programs and policies for children.
The promotion and fulfillment of these rights are related to women´s rights, which is why UNICEF also works to promote their equality, free from all types of discrimination.
UNICEF works with the State, civil society organizations, the private sector, churches, and the media, among others, to promote national and international commitments that the principles enunciated in the Convention become a reality.
UNICEF's budget depends entirely on voluntary funds. States provide two-thirds of the resources; foundations, the private sector, other private entities and some six million individual donors provide the rest.
UNICEF was created in 1946 by the United Nations to help the children of Europe who suffered the severe consequences of World War II.
For information of the work of our organization in Honduras, please visit our website: UNICEF Honduras
How can you make a difference?
Under the supervision and guidance of the Operations Officer, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.
Key functions, accountabilities and related duties/tasks
1. Budget Monitoring (specialized)
- Monitors budgets and financial expenditures of section/office, 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, rate of funding utilization, operational, and financial closure.
- Prepares and maintains records, documents and control plans for the budget monitoring of an office and/or project/programme implementation.
- Carries out transactions in VISION (SAP) pertaining to grants for Incumbent`s section such as registering grant allotments and tracking expiring programme grants.
2. Office Planning & Project Management (specialized)
- Ensures the availability of timely, complete and accurate information and data for preparing section/office work plans and project management plans.
- Undertakes basic research and performs comparative analysis of office and/or project/programme related data.
- Monitors work plan/project implementation against established milestones and makes recommendations to improve performance.
- Help 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.
3. Procurement
- Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by supply division and DPC.
- 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 (SAP), and making necessary logistical arrangements.
- Maintains up-to-date vendor lists, partners, and consultant rosters.
4. 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.
5. Calendar/Meetings/Correspondence Management
- Maintains office calendar and arranges meetings.
- Takes minutes of meetings, ensuring accuracy, attention to detail and coherence
6. Events/Logistics
- Supports capacity development activities and conferences by making 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 to the intranet.
- Prepares and maintains agendas on meetings and events related to the work group commitments.
7. Travel
- Provides travel assistance to staff members in the 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.
8. 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.
9. 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.
- Supports the purchase and timely distribution of office supplies.
- Participate in annual physical inventory of all expendable and non-expendable items in office.
- Performs any other duties and responsibilities assigned as required.
10. Attendance
- Maintains and updates a system which monitors the absence of staff if needed.
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 business administration, supply chain, contract/commercial law, or another relevant technical field.
- Work Experience: A minimum of 5 years of relevant administrative and/or supply chain experience is required.
- Skills : Desirables: 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 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 measures to include a more diverse workforce, such as paid parental leave, time off for breastfeeding purposes, 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 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. 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. 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. 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.] 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.
- Intermediate Knowledge MS Word, Excel, PowerPoint, SAP and ability to learn other UNICEF office tools.
- Project Management
- Collaboration
- Problem Solving
- Digital Dexterity
- Language Requirements: Fluency in Spanish and Proficiency in English is required.
- Relevant experience at country level, particularly in development, fragile settings and humanitarian contexts.
- Developing country work experience and/or familiarity with emergency.
- Knowledge of administrative management practices in an organization of the United Nations system or similar international organization is desirable.
- Knowledge in customs clearance and international commerce practices, which includes in-depth understanding of local legislature regarding permits such as ARSA, SENASA and tax exemptions is an asset.
- Experience in travel or travel related work is an asset
- Practical experience in procurement is a strong asset.
