Logistics/Administrative Associate

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Description

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UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

Office Planning & Project Management

• Ensures the availability of timely, complete, and accurate information and data for preparing the Hub’s work plan.
• Helps ensure timely compliance with agreed deadlines.
• Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation, KPI information.
• Support to file management as related to the Project Review Board and general document management of the Procurement Services Centre.
• Support to create, maintain and monitor the Hub’s work plans, organize meetings with relevant PS units and other Centers for work planning discussions and progress.
• Act as the Hub’s focal point for planned events and the planning calendar, including administrative and travel logistic support.
• Ensure the establishing and maintaining of relevant guidance and policy documents, including on SAP reports, key performance indicators and supply chain monitoring.
• Make staff aware of any relevant changes in policy.

Logistics

• Monitors the PS shipment by using dashboards such as the Goods in Transit.
• Provides a weekly update to all regional offices, once cleared by the supervisor, with regards to the PS Goods in Transit.

Calendar/Meetings/Correspondence Management

• Maintains the Hub’s calendar and arranges meetings along with consolidation of agenda.
• Takes minutes of meetings, ensuring accuracy, attention to detail and coherence and following up on implementation of action points.

Human Resources

• Personnel administration, including consultants and individual contractors.  
• Following up with supervisors and staff that all PERs and related discussions are completed on time and documented.
• Monitors daily attendance of Hub’ staff and validates monthly absence reports as Attendance Focal Point.
• Management of consultancy contracts and service providers, by assisting in procurement, raising requisitions, contracts, and payment of invoices into UNICEF’s ERP.
• Onboarding of new staff members & consultants, including admin arrangements and ensuring access to the system.
• Facilitates the processing of contracts for consultants and external partners that provide a service to the Hub. This includes preparing and filing documents, completing necessary forms and templates, uploading ToR’s in VISION, and making necessary logistical arrangements.
• Monitoring contract status, documentation, and expiration.
• Following up with Supervisors of Contractors / Consultants for end evaluation completion and closure of contracts.
• Maintains up-to-date vendor and consultant rosters.

Events

• Supports 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 unit and Centre over costs and needs.
• Assists in the preparation of background materials for participants.
• Prepares and maintains agendas on meetings and events related to the Hub’s commitments.

Travel

• Provides travel assistance to staff members in the Hub 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. 
• Assists in the preparation of Quarterly Travel Plan.
• Monitors travel authorization and certification and report back to the team, as applicable.
• Support the organization of external and internal visits and events organized by the Centres (e.g., booking of venues, hospitality requests, etc.).

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.
• Monitors and supervises adequate and appropriate use of supplies.
• Arranges for the requisition and timely distribution of supplies in the Centre.

Attendance

• Acts as the Attendance Focal Point of the Hub and maintains and updates a system which monitors the absence of staff.

To qualify as an advocate for every child you will have

The following minimum requirements:

Education:

• Completion of secondary education and supplemented by relevant trainings is required.

• Further desirables a Bachelor’s degree in related discipline such as administration, management, supply chain management, logistics, engineering. A masters’ degree will be a plus.

Work Experience:

• A minimum of 5 years of progressively responsible administrative work experience is required. In addition, experience working in logistics is a plus.

Language Requirements:

• Fluency in English and local language of the duty station is required. 

Source: https://jobs.unicef.org/cw/en-us/job/571027

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