Administrative Associate

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Description

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Under the supervision and guidance of the supervisor, the Administrative Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

functions, accountabilities and related duties/tasks

• Office Asset, Records Planning and Management (specialized)
• Responsible for receipt and inspect all incoming Assets/ materials and reconciles with purchase orders; proper storage, recording and bar-coding /tagging, distribution of all consumable office supplies and equipment. Maintain minimum stock levels of consumable items.
• Identify unserviceable and surplus equipment and prepare proposal for Property Survey Board (PSB) action. Undertake follow-up and disposal actions on PSB approved items within timeline.
• Providing inputs into the supply plan, and admin budget and is part of their reviews.
• Maintain and regularly update the inventory records of all Assets and Low value Items at FO, carry out physical verification, ensure timely submission of year-end statement from FO and ACO to HQ.
• Issue and reconcile gate pass with movements of goods. Maintain and should have full control of movement of items from UNICEF Jalalabad FO including periodic report.
• Reviewing the request for archival of records from concerned section/units and acting as focal person for archival, retrieval and disposal of office records as per the request from section.

Procurement:

• Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR.
• 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.
• Maintains up-to-date vendor lists, partners, and consultant rosters.

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.
• 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 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.

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 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 on travel costs and maintain travel plan and budgetary control records.
• Monitors travel certification and report back to the team.

Transport Management:

• Responsible for management of Official Vehicle fleet, assign duties to drivers and monitor movement of vehicles. Ensure smooth functioning of Vehicle Tracking Devise and the fleet booking app for un-interrupted service.
• Update and maintain list of FO vehicles review the logbooks, monitor mileage for official and personal use and prepare monthly fleet reports.
• Ensure regular maintenance of vehicles through daily checking by drivers, regular timely servicing, and detailed vehicle records.
• Responsible for procurement of official uniform for drivers.
• Liaise with transporter / LTA taxi hiring agency and arrange transport facility for workshops / conferences / field visits / airport transfers as required.

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 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.
• Arranging visits of the service providers for maintenance of the DGs and Copiers.
• Identify unserviceable and surplus equipment and prepare proposal for Property Survey Board (PSB) action. Undertake follow-up and disposal actions on PSB approved items within timeline.

Nurture and Supervise:

• Expected to supervise the work of the direct reports i.e., the Drivers, Senior Drivers, UNV Admin Assistant and ancillary staff.
• Providing inputs into the performance appraisal of the admin office related contractors.

Attendance:

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

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 6 years of relevant professional experience in administrative or clerical work experience is required, 
• A bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience. A master’s degree may replace additional two years.
• Developing country work experience and/or familiarity with emergency is considered an asset.
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Source:  https://jobs.unicef.org/cw/en-us/job/570688

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