Administrative Assistant

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Description

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Key functions, accountabilities and related duties/tasks

Office Management

• As an Asset Focal Point for Kyiv Office coordinates management of administrative supplies, office equipment, and updating record of items.
• Prepares assets (tangible and intangible) reports, ensures due records in the system.
• Advises supervisor and processes disposal cases in mAsset and VISION and ensures the PSB decisions implementation timely and accurately.
• Review needs for contracting of logistics third party services (e.g. customs clearance, warehousing, transport, distribution) and transmit all supporting information for contracting of such service providers including establishment of KPIs and performance monitoring mechanisms.

Asset management / 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.

Procurement

Process low value procurement for the office needs, raise Purchase Requisitions.

• 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.
• Review needs for contracting of administrative third party services (e.g. cleaning services, security, storage area and shelter) and transmit all supporting information for contracting of such service providers including establishment of KPIs and performance monitoring mechanisms.
• Maintain and process documentation for execution of logistics operations (e.g. customs clearance, invoice verification), and take appropriate actions to resolve operational issues, escalating complex issues to the supervisor

Invoice Processing

• Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION, including GR/SES creation.
• Uploads electronic files and verifies results to destination system.
• Responds to client transaction status and other inquiries.
• Communicate with vendors and service providers on timely collection of invoices
• GSSC focal point for payment submission

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.

Events & meetings

• Maintains office calendar and arranges conference facilities booking for UNICEF.
• 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.

Impact of Results

• The scope of key results extends beyond small, discrete teams to impact support services of larger, more complex organizational structures. S/He supports the supervisor in the compilation and coordination of work products, ensuring deadlines are met and that established rules and procedures are followed. The work is standardized; yet the incumbent must apply a good knowledge of guidelines, to operationally support the Division/Office. Key performance indicators go beyond the timeliness and accuracy of work to include planning and organizing the work of the team.
• Administrative Assistants at this level represent the supervisor in communications involving the exchange of non-routine information, coordinating and following up on deadlines as well as establishing and maintaining communications with staff across various divisions. Communications require tact and discretion. They may also provide guidance and direction to temporary or lower level staff.

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

Education:

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

Experience:

• A minimum of 5 years of relevant administrative or clerical work experience (with secondary education) is required.
• For this position, a bachelor’s degree from a recognized academic institution in social sciences, business management, administration, finance or any other relevant field of discipline may replace three years of related work experience. A master’s degree may replace additional two years.

Language Requirements:

• Fluency in English and Ukrainian is required.
• Knowledge of another official UN language r a local language is an asset.

Source: https://jobs.unicef.org/en-us/job/571536/administrative-assistant-assets-fixed-term-g5-kyiv-96320-open-to-ukraine-nationals-only

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