Administrative Associate

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Description

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• Liaises with the Common services counterparts in supporting colleagues with protocol matters, visas and registration of staff with local authorities and other administrative matters. Supports administrative induction/on-boarding formalities for newcomers
• Support in asset management including timely preparation and submission of periodic inventory reports, review of assets and recommendation of physical assets for disposal and its implementation, if required
• Facilitates and supports the office administration, including review of furniture and equipment needs, repairs or adjustments to the office
• Monitors budgets and financial expenditures of section, through preparation of reports and reference documents, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
• Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
• Carries out transactions in VISION (SAP based ERP system) pertaining to grants for his/her section
• Work Planning & Budget monitoring (specialized)
• Ensures the availability of timely, complete and accurate information and data for preparing section work plans and project management plans.
• Undertakes basic research and performs comparative analysis of project related data.
• Monitors budgets and financial expenditures of section, through preparation of reports and reference documents, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
• Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.

• Supports management and timely procurement and distribution of administrative supplies and office equipment
• 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 and processing necessary transactions in VISION, making necessary logistical arrangements.
• Maintains up-to-date section specific vendor lists, partners, and consultant rosters.
• Supports with formalities related to customs clearance and shipment of office supplies, if required

• 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.
• Arranges meetings where necessary and takes minutes of meetings, ensuring accuracy, attention to detail and coherence.

• 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 on the intranet. Prepares and maintains agendas on meetings and events related to the work group commitments.

• Provides travel arrangements assistance to colleagues in the section 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 staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures. Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s ERP system to ensure accurate transactions related to travel costs and staff 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 and SAP transactions
• 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.
• Carries out transactions in VISION (SAP based ERP system) pertaining to the budges for his/her section.

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

• A minimum of 6 years of relevant administrative or clerical work experience is required.

• Advanced working experience using MS Word, Excel, PowerPoint and SharePoint; knowledge of integrated management information system is a strong asset.
• In-depth knowledge of UNICEF organizational structure, administrative policies and procedures is desirable. Organizational, planning and prioritizing skills and abilities.
• Ability to deal patiently and tactfully with colleagues and counterparts.
• High sense of ethics, initiative and good judgment.
• Ability to work effectively with people of different national and cultural background.

• Fluency in English and Turkish is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is an asset

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