UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.
Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.
And we never give up.
-Summary of key functions/accountabilities:
-Provides travel assistance to staff 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.
-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 organizations 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.
-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.
-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.
-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.
-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.
-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.
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.
Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.
A minimum of 5 years of progressively responsible administrative or clerical work experience is required.
Fluency in English and local language of the duty station is required.
For every Child, you demonstrate…
UNICEF’s core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.
UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.
UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.
Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
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