Administrative Assistant

How can you make a difference

Purpose for the job:

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

Key functions, accountabilities, and related duties/tasks

Communications & Workflow

• Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
• Manages incoming and outgoing correspondence, e-mails, and telephone calls.
• 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 and keeps the correspondence of the unit well Organized.

Events/Logistics

• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers, and hosts.
• Arrange 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 work group commitments.

Travel

• Provides travel assistance to staff members 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, and documentation procedures.
• Extracts, inputs, maintains and verifies the correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
• Assists in the preparation of budgets for travel costs and maintains travel plans 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 the destination system.
• Responds to client transaction status and other inquiries.

Supplies/Equipment

• Supports management of administrative supplies, office equipment, and 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.
• Arranges for the purchase and timely distribution of office supplies.

Guest House Management:

• Ensure Guest House accommodation units are always clean and tidy, and cleaning schedules are implemented in consultation with the Senior Administrative and Finance Associate.
• Work in coordination with the Senior Administrative and Finance Associate., to put in place a mechanism through which to receive and address the guests’ complaints, enquires, comments, and recommendations.
• Plan, implement, manage, and monitor day to day activities required for the operations of the Guest House
• Conduct routine inspections of Guest House and its equipment for its functionality, appearance and cleanliness and ensure assigned rooms are prepared prior to check-in.
• Ensure maintenance and renovation plans are in place for the Guest House facilities and equipment and implemented in a timely manner.
• Inspect facilities regularly and enforce strict compliance with health and safety regulations.
• Oversee the quality of cleaning by cleaners as per the cleaning schedule by following weekly cleaning evaluation form.
• Supervise Guest House Ancillary staff and monitor their performance on daily basis and report any positive and negative (misconduct, poor performance or negligence) as aspects of performance to the Senior Administrative and Finance Associate.
• Manage and track the Guest House resources and stocks and make sure enough items and appliances, in working condition are available.

Attendance

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

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

Minimum requirements:

• Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• Work Experience: A minimum of 4 years of relevant administrative or clerical work experience is required. (A bachelor’s degree from a recognized academic institution in a field relevant to the position may replace three years of related work experience. A master’s degree may replace an additional one year).
• Language Requirements: Fluency in English and local language is required. Knowledge of another official UN language is an asset.

Source: https://jobs.unicef.org/cw/en-us/job/574844