Administrative Assistant at UNICEF

Job Number: 510292
Location: Maiduguri, Borno
Work Type: Fixed Term Staff

Purpose for the Job

• The Administrative Assistant is responsible for executing a broad variety of standardized administrative tasks for the respective section(s) requiring thorough knowledge of UNICEF administrative procedures, processes and policies.
• In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.

Key Functions, Accountabilities and Related Duties/Tasks
Summary of key functions/accountabilities:

• Travel
• Invoice Processing
• Contracting of consultants and service providers
• Events and Conferences
• Property management, office equipment, vehicles.
• General Administrative Duties

Travel:

• Provides travel assistance to staff in 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, 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
• Assist in the preparation of budgets on travel costs and maintain travel budgetary control records.

Invoice Processing:

• Responsible for collecting invoices and filing documents for approval and, thereafter processing in vision.
• Upload electronic files and verify results to destination system.
• Respond to client transaction status and other inquiries.

Contracting of consultants or other service providers:

• 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, and making necessary logistical arrangements.
• Keeps vendor lists, partners, and consultant rosters up-to-date.
• Arrange for the purchase and timely distribution of office supplies.

Events and Conferences:

• Supports capacity development activities and conferences by making the 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 in the intranet.
• Prepares and maintains agendas on meeting and events related to the work group commitments.

Property management, office equipment, vehicles:

• Supports management of administrative supplies, office equipment and vehicles, 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.

General Administrative Duties:

• Maintain hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information
• Maintain attendance records / act as a leave focal point.
• Monitor the utilization of all financial input requisitions and report to the supervisor for necessary adjustments (over-utilization, shortage of funds, etc.)  Familiarize with programme monitoring related instructions/tools and report to supervisor for significant changes

Impact of Results

• The efficiency and effectiveness of support provided by the admin assistant ensures that a strong administrative platform is provided to the respective sections, which in turn affects the timely and accurate completion of the services provided by advisors and specialists in the team.

Competencies and level of proficiency required (based on UNICEF Professional Competency Profiles)
Core Values:

• Commitment
• Diversity and inclusion
• Integrity

Core Competencies:

• Communication (I)
• Working with people (II)
• Drive for results (I)

Functional Competencies:

• Analyzing (I)
• Learning & Researching (I)
• Planning and organizing (I)
• Following Instructions and Procedures (I)

Recruitment Qualifications
Education:

• Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.

Experience:

• A minimum of 5 years of progressively responsible administrative or clerical work experience is required.

Language Requirements:

• Fluency in English and local language of the duty station is required