Administrative Associat

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Description

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Under the supervision and guidance of the supervisor, the Administrative Associate GS 6 will be responsible for executing a broad variety of procedural and specialized administrative tasks within the Admin Unit. This requires in-depth knowledge of UNICEF administrative procedures, processes, and policies.

The Administrative Associate GS 6 will be accountable for both specialized and procedural communications, operational and administrative support services.

Key functions, accountabilities, and related duties/tasks

Office Planning & Project Management (specialized)

• Providing inputs for the cash flow to the focal person. 
• Ensures the availability of timely, complete, and accurate information and data for preparing the admin section work plans and project management plans. 
• Undertakes basic research and performs comparative analysis of project/programme related data. 
• Monitors project implementation against established milestones and makes recommendations to improve performance. 
• Helps ensure timely compliance with agreed deadlines. 
• Acts as a focal point in the review of the completeness of data reports with key monitoring and evaluation information.
• Providing inputs into the supply plan, and admin budget and is part of their reviews. 

Procurement

• Assists in the drafting of new/revised Terms of References for the procurement of Long-Term agreements for Admin services.
• Facilitates the processing of contracts for consultants and external partners that provide a service to the admin section where applicable. This includes preparing and filing documents, completing necessary forms and templates, uploading TORs in VISION, and making necessary logistical arrangements.
• Providing inputs into the performance appraisal of the admin office-related contractors.
• 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.
• 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 (admin shared Point); and ensures the inter/intra-net websites are up to date and accurate.

Calendar/Meetings/Correspondence Management

• Maintains the Admin Section office calendar and arranges meetings.
• Takes minutes of Admin 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.

Invoice Processing

• Processing the payments for all admin office related contracts (collecting invoices and filing documents for approval and thereafter submitting to the Afghanistan Country Office Business Support Center for processing and onward submission to the UNICEF Global shared services center).
• Uploads electronic files and verifies results to destination system.
• Responds to client transaction status and other inquiries.
• Coordinating the monthly invoices sending to ZOs for some goods and services.

Supplies/Equipment

• Supports management of administrative supplies, office equipment, and updating inventory of items (Maintaining the operations store, receiving assets, stacking them, and releasing them as per the requirements and coordinates the asset movement with the inventory assistant and the user).
• 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.

Attendance

• Overall responsibility to maintain and update a system which monitors the absence of staff.

Facilities Management

• Looking after day-to-day maintenance and repairs related to the office.
• Arranging visits of the service providers for maintenance of the DGs and Copiers.

Assets Management

• Assisting on the disposal of junk items, assets, and attractive items.

Supervisory Role

• Supervises the Messenger 15781 GS1 FT (OR) and Admin Assistant UNV PBR22-01 posts.

Backstopping

• Assists all pillars of the Admin Section (Guest House, Assets, Inventory, Travel, Facilities Management) in the absence of their Admin Associate/UNV on leave (back up for senior admin associate and admin assistant).

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 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 an additional two years.
• Relevant experience in a UN system agency or non-government organization. 
• 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/572702

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