TA Administrative Assistant - G5, (364) at UNICEF

Job Number: 517172
Location: Abuja, Nigeria
Work Type: Temporary Appointment

Job Description

• Under the supervision of Chief M4R, the administrative assistant supports the M4R section by carrying out a range of procedural, administrative, and operational tasks, to help develop, implement and monitor their country programme, ensuring timely and effective delivery that is consistent with UNICEF rules and regulations.

Key Expected Results/Major Responsibilities
Budget Monitoring:

• Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
• Prepares and maintains records, documents and control plans for the budget monitoring of project/programme implementation.
• Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.

Human Resources:

• Coordinates the scheduling of interviews and technical assessments.
• Records and maintains recruitment files, ensuring all necessary documentation has been prepared.
• Monitors life-cycle of recruitment process to update supervisor as necessary.

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.
• 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.

Travel:

• Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organizations rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
• Extracts, inputs, maintains, and verifies correctness of travel records in the organizations 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.

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.

Requirements
To qualify as an advocate for every child you will have…

• Education: Completion of Secondary Education is required, preferably supplemented by technical or university courses related to the field of work.
• Experience: A minimum of 5 years of relevant administrative or clerical work experience is required.
• Language Requirements: Fluency in English is required. Knowledge of another UN language or local language of the duty station is considered as an asset.
• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
• Thorough knowledge of UNICEF administrative policies and procedures.

For every Child, you demonstrat

• UNICEF’s core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.

View our competency framework at:
http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf