Job Description
Administrative Assistant (Travel) GS-5, Fixed Term, Lilongwe, Malawi. #42109 (Open to Nationals of Malawi and eligible internal candidates Only)
Job no: 574306
Contract type: Fixed Term Appointment
Duty Station: Lilongwe
Level: G-5
Location: Malawi
Categories: Administration
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, Safety…
The UNICEF Malawi Country Programme (2024-2028) works through a One-UN approach based on the new United Nations Sustainable Development Cooperation Framework (UNSCDF) Strategic Priorities. 2024-2028). All four strategic priorities of the UNSCDF2024-2028 hold significance to UNICEF and the priorities identified for children: i) Economic Development, ii) Governance, iii) Human Capital Development, and iv) Climate Change. UNICEF co-leads the further elaboration and results in developing the Human Capital Development strategic priority. The intent of the UNICEF CPD 2024-2028 is fully aligned with these priorities, which are also directly linked to the pillars of Malawi Vision 2063, and the Malawi Implementation Plan (MIP, 2030). To this extent, UNICEF’s strategy for the CPD includes Child Survival and Development (Health, Nutrition and WASH), Education, Learning and Child Protection, Social Policy (Social Protection and Public Finance for Children), Gender Equality, Inclusion and Innovation within a robust evidence-informed environment. These are focus areas under the Human Capital Development Enabler of the MIP (2030). The Country Programme envisages the progressive fulfilment of the rights to survival, development, education, protection and participation of all children, including adolescents, especially the most vulnerable and those at risk of being left behind, in an inclusive, resilient and protective environment. Besides Malawi’s 2063 vision and 2021–2030 implementation plan (MIP), the African Union’s Agenda 2063; UNICEF’s Strategic Plan, Gender Action Plan III, Innovation Strategy; and the SDGs. The country programme includes child survival and development, learning, skills development and protection, and social policy. All components are supported by the programme and operational effectiveness and efficiency imperatives. Risk-informed programming across the humanitarian and development nexus in all three outcome areas will strengthen disaster preparedness, enhance climate adaptation/mitigation and response, and increase the resilience capacity of institutions, communities and young people. Programming aligns with UNICEF Core Commitments for Children in Humanitarian Action and the Inter-Agency Standing Committee’s Transformative Agenda.
The Administration Unit provides continuous and reliable generalist administrative services and efficient support to its clients to shoulder the strengthening of the overall programme and operations effectiveness. A well-rounded administration unit is critical to an employee-oriented, healthy, and safe workplace in which its staff members are energized, engaged, satisfied and productive. As a key member of the Administration team, the Administrative Assistant Travel, you will be at the forefront of providing efficient and cost-effective travel administration, protocol and controls support services.
How can you make a difference?
The Malawi Country Office offers an exciting and rewarding career opportunity for you to join our dynamic administration team. Are you looking for your next administration management challenge? Look no further, the position of Administrative Assistant (Travel) might just be the right fit for you.
As Administrative Assistant l, you would be responsible for executing various routine travel and general administrative tasks for the unit. Your role would involve providing procedural and specialized travel administrative support services, requiring a comprehensive understanding of UNICEF administrative procedures, processes, and policies on travel. Under the guidance of the Administrative Officer, you would be responsible for ensuring efficient and cost-effective travel administrative, protocol and control support services in compliance with the organization’s policies and regulations.
This position therefore offers a unique opportunity for a qualified, motivated, and committed individual to make a significant contribution to the overall achievement of transformative results for children by delivering on the following key responsibility areas, but not limited to:
- Appropriate and consistent interpretation and application of travel administrative policy and procedures are timely implemented to support operations at the country level.
- Ensure timely review of Travel Authorization (TAs) for international and local travel upon requests received and prepare amendment to TAs as required. This includes maintaining the TAs register and travel plans and indicate details of all travel.
- Facilitate flight bookings, issuance of tickets, hotel reservations and pick-ups from and drop-offs from the airport for arriving and departing UNICEF personnel.
- Ensure timely and effective calculations of travel claims, settlement of the same and review related documents for completeness before further submission for further processes.
- Appropriate follow-up and verification of invoices from Travel Agents and prepare payment requests as necessary.
- Foster effective working relations with other agencies, local authorities, and implementing partners on issues relating to travel administrative matters.
- Manage issuance of fuel and staff access cards.
- Assist as backup for protocol issues when required i.e. providing guidance on visas, permits.
- Any other assigned administrative support responsibilities and services are effectively carried out and delivered.
You are encouraged to download the detailed job description 
Administrative Assistant G5 JD.pdf in order to view the full role and its requirements.
To qualify as an advocate for every child you will have…
Education
- Secondary education supplemented with a course in Business Administration, Hospitality Management, Administrative Management or any other relevant field of study.
** For this position, a bachelor’s degree from a recognized academic institution in Business Management, Administration, Hospitality Management, or other relevant field may replace three years of related work experience. A master’s degree may replace additional two years.
Relevant Experience:
- A minimum of five years of relevant administrative work experience is required in Business Management, Administration, Hospitality Management.
Technical Experience and Skills:
- Experience working in travel industry is required.
- Training within the travel industry is required.
- Accounting and budget preparation and implementation skills is required.
- Knowledge of local government protocol standards and regulations is required.
- Experience in an international organization is desirable.
- Sound computer skills, including various office applications is required.
- Excellent communication skills are required.
- Good judgement, initiative, high sense of responsibility and confidentiality is required.
- Sound knowledge of record-keeping and analytical reporting is required.
- Ability to work in a multicultural team environment is required.
- Background and/or familiarity with emergency is considered as desirable.
Language:
- Fluency in English, both strong verbal and written skills, are essential.
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
During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework 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.
We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.
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 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.
Remarks:
The position is not considered an elevated risk role. However, UNICEF reserves the right to conduct further vetting/assessment within the scope of child safeguarding as appropriate.
UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable female candidate are highly encouraged to apply.
UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (COVID).
Government employees that are considered for employment with UNICEF are normally required to resign from their government 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 only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/.
The vacancy announcement is open to all candidates – both internal UNICEF staff holding permanent, continuing and fixed term appointments and external candidates.
Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
To effectively contribute to the delivery of results for the children of Malawi, the UNICEF Malawi Country Office operates within a dynamic and results-oriented setting. We foster an environment characterized by creativity, innovation, collaboration, teamwork, a commitment to professional growth, and a safe workspace. Consequently, we are actively searching for individuals who are driven to enact tangible change and dedicated to serving Malawi’s children with resourcefulness, resilience, agility, and a commitment to professional excellence.
Deadline: 15 Aug 2024 South Africa Standard Time