Administrative Assistant at UNICEF

How Can You Make a Difference?

• Under the supervision and guidance of the supervisor, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring a thorough knowledge of UNICEF administrative procedures, processes, and policies.

Responsibilities
Fleet Management:

• Maintain departmental compliance with UNICEF policies and procedures.
• Ensure departmental adherence to applicable laws and regulations.
• Reconciliation of mileage and fueling of official vehicles
• Maintenance of all relevant records.
• Direct supervision of Drivers.
• Schedule, route, maintain and track transport vehicles.

Procurement:

• Guide managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division, and DHR.
• Facilitate 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.

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 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 on the intranet.
• Prepares and maintains agendas on meetings and events related to the workgroup 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.
• Assists in the preparation of budgets on travel costs and maintain 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 destination system.
• Responds to client transaction status and other inquiries.

Supplies / Equipment:

• Supports management of administrative supplies, office equipment, and updating the inventory of items.

Attendance:

• Maintains and updates a system that monitors the absence of staff.

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

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• A minimum of 5 years of relevant administrative or clerical work experience is required.
• Training and experience using MS Word, Excel, PowerPoint, and other UNICEF software such as SharePoint; Vision as well as knowledge of integrated management information systems required.
• Thorough knowledge of UNICEF administrative policies and procedures.
• Excellent 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 backgrounds.
• Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff
• Fluency in English is required. Knowledge of another UN language or local language of the duty station is considered as an asset.

Core Values:

• Care; Respect; Integrity; Trust; Accountability.

Core Competencies:

• Demonstrates Self Awareness and Ethical Awareness (1); Works Collaboratively with others (1); Builds and Maintains Partnerships (1); Innovates and Embraces Change (1); Thinks and Acts Strategically (1); Drive to achieve impactful results (1); Manages ambiguity and complexity (1).

Functional Competencies:

• Analyzing (1) ; Learning and Researching (1) ; Planning and Organizing (1) ; Following Instructions and Procedures (1).