Purpose For The Job
Under the supervision and guidance of the supervisor, the Administrative Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes, and policies.
How can you make a difference?
Key Functions, Accountabilities, And Related Duties/tasks
Procurement
Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division, and DHR.
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 TORs in VISION, and making necessary logistical arrangements.
Maintains up-to-date vendor lists, partners, and consultant rosters.
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; and ensures the inter/intra-net websites are up to date and accurate.
Calendar/Meetings/Correspondence Management
Maintains office calendar and arranges meetings
Takes minutes of meetings, ensuring accuracy, attention to detail, and coherence.
Events/Logistics
Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers, and hosts.
Arranges times by liaising with participants over availability.
Liaises with budget focal points and sections over costs and needs.
Prepares background materials for participants and uploads cleared materials on the intranet.
Prepares and maintains agendas on meetings and events related to the work group commitments.
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 the 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 for travel costs and maintains travel plan and budgetary control records.
Monitors travel certification and report back to the team.
Invoice Processing
Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.
Uploads electronic files and verifies results to the destination system.
Responds to client transaction status and other inquiries.
Supplies/Equipment
Supports management of administrative supplies, and 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.
Arranges for the purchase and timely distribution of office supplies.
Attendance
Maintains and updates a system that monitors the absence of staff.
Impact of Results
In addition to the impact at the GS-5 level, a G-6 staff member is predominantly accountable for applying a broad range of specialized administrative rules and procedures in the coordination of administrative support to the team served. Efficiently initiating, monitoring, and ensuring the provision of administrative services allows the professional staff of the organization to focus on substantive core work. This may include supervisory responsibilities with accountability for the work of administrative assistants, temporary staff, and/or consultants.
Administrative Associates represent the supervisor in initiating, following up on, and resolving issues pertaining to administrative requests. External contacts include counterparts in international organizations, bilateral and multi-lateral institutions, and national governments to organize meetings, workshops, and conferences. Communications involve the exchange of information across UNICEF at the most senior levels and externally to governing body representatives.
To qualify as an advocate for every child you will have…
The Following Minimum Requirements
Recruitment Qualifications
Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
Experience: A minimum of 6 years of relevant administrative or clerical work experience is required.
Language Requirements
Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.
Skills
Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
In-depth knowledge of UNICEF organizational structure, 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.
Deadline: 8th June, 2024
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