Administrative Assistants at UNICEF

Purpose of the Post

• Under the direct supervision of the Chief of Field Office, Katsina, undertakes administrative management support services in the Field Office, the incumbent assists in ensuring efficient and cost effective administrative support services, providing guidance to administrative staff as well and supporting staff in office administrative related issues. 
• Ensures the office's administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations.

Key End-Results

• Appropriate and consistent interpretation and application of administrative policy and procedures timely implemented to support operations at the Field office level.
• The budget preparation and implementation are properly administered in the area of administrative management and services.
• Operations of delivery of administrative support services are timely and effectively provided, and security arrangements are well established for enhanced safety and security.
• Property management of administrative supplies, office equipment, vehicles and other properties is effectively performed.
• All administrative transactions and arrangements of contracts satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations.
• Staff capacity is enhanced through active staff learning/development programmes in the area of administrative support and services.
• Effective working relations are maintained with other agencies, local authorities and implementing partners.

1.) Appropriate and consistent interpretation and application of administrative policy and procedures timely implemented to support operations at the field office level:

•  Provides practical input on implementation of administrative guidelines, in close coordination with the Chief of Field office and consultation with Chief of Operations in Country Office, Abuja
• Supports supervisor and the Chief of field office, and updates staff on administrative policies, procedures rules and regulation.  In consultation with Chief of Operations at Country Office, Abuja Implements the appropriate application and interpretation of administrative rules, regulations, policies and procedures. Briefs and assists arriving and departing staff on basic administrative procedures and requirements.
• Contributes to recommendations on the improvement of administrative internal controls systems taking into account the prevailing conditions in the locality.
• Keeps supervisor abreast of potential problem areas, prepares reports on administrative matters as required.
• Provides administrative support and services to the field office and staff on travel, where applicable, including preparation and funding of service contracts, preparations of all admin supplies and guidance on administrative procedures.

2.) The budget preparation and implementation are properly administered in the area of administrative management and services:

• Assists supervisor in preparing estimates on office premises, supplies and equipment requirements for budget preparation purposes.
• Contributes to the establishment and maintenance of administrative services and the administrative budget.

3.) Operations of delivery of administrative support services are timely and effectively provided, and security arrangements are well established for enhanced safety and security:

• In close consultation with the Administrative Specialist and Staff Security Officer in Abuja, assists the Chief of Field office in the establishment and maintenance of administrative services that relate to  security arrangements and related administrative services.

4.) Property management of administrative supplies assistance ensures, office equipment, vehicles and other properties is effectively maintained:

• Supervise and ensure update of records.  Provide support in the management of administrative supplies, office equipment and vehicles, updating inventory of items, serving as ex-officio member to the local Property Survey Board where applicable.
• Assists supervisor in Property Survey Board submissions, preparing minutes of meetings. Assists supervisor in executing PSB recommendations approved by the Head of Office.
• Monitors and supervises the ICT delivery of the office, Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards,

5.) All administrative transactions and arrangements of contracts satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations:

• Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.
• Contributes to the reviews of contractual arrangements related to administrative support (i.e. courier, premises maintenance, ancillary administrative support, vehicle maintenance, equipment maintenance etc.) to ensure that the terms and conditions of all contracts are being adhered to by providers of goods and services. Proposes to supervisor any changes that may be required.
• Monitors payments against contractual obligations.
• Updates supervisor and provides support to staff on HR related matters such as attendance, annual leave, records of overtime and local  staff orientation at the field office.
• Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations including decisions arising from HACT procedures and reviews.

6.) Staff learning and development:

• Contribute in identifying training activities to ensure effective performance and efficiency in admin services management.
• Follows up with Country Office in Abuja on issues regarding field office staff learning and development activities for capacity building.

7.) Partnership, coordination and collaboration:

• Support the Chief of Office in ensuring effective working relations with other agencies, local authorities and implementing partners on issues relating to administrative matters through information exchange, collaboration, and harmonization.
• Cooperates with other UN agency counterparts in the UN reform initiatives.

Qualification and Competencies

• Completion of Secondary School education preferably supplemented by technical or university level courses in administration, finance or other related field of discipline relevant to the job.
• A minimum of 6 years of relevant progressively administrative work experience including office management. skills 

Office Management Skills:

• Experience in organizing and supervising the whole range of office support and administrative activities.
• Ability to work with minimum of supervision.
• Ability to extract and format data and to solve operational problems.
• Ability to organize own and others work, set priorities and meet deadlines.
• Ability to organize meetings and events.
• Ability to handle work quickly and accurately under time constraints
• Fluency in English.

Competency Profile 
i.)  Core Values (Required)

• Commitment
• Diversity and Inclusion
• Integrity

ii.)  Core Competencies (Required)

• Communication [ II ]
• Drive for Result  [ II ]
• Working With People [ II ]

iii.) Functional Competencies (Required)

• Analyzing [ II ]
• Applying Technical Expertise [ II ]
• Planning and Organizing [ II ]
• Following Instructions and Procedures [ II ]