Administrative Assistant

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Description

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Under the supervision and guidance of the supervisors, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies. He/she will be accountable for communications, operations and administrative support services to enhance the smooth running of the day-to-day activities and interactions with the EU institutions of both the nutrition team outposted to Brussels, and the partnership team’s with the EU institutions under a matrix management arrangement.   The Administrative Assistant will also act as back up to the Executive Assistant and other Administrative Assistant for the office, and vice versa.

Summary of key functions/accountabilities:

• Budget and data management support
• Communications Support
• Administrative Support
• Operations Support 

Funding Analysis (specialized)

• Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
• Prepares and maintains records, documents and control plans for the budget monitoring of project/programme implementation.
• Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.
• Provides monthly financial reports and advises and assists in the analysis against income targets.

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 as required,
• Supports the preparation of briefing materials for official trips or meetings.
• Communicates routine and some non-routine information pertaining to the work of the team.
• Maintains the office filing and reference systems, both traditional and digital;

Calendar/Meetings/Correspondence Management

• Maintains office calendar, arranges meetings and follows up on meeting requests.
• Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
• Maintains a data base of contacts in the EU Institutions to facilitate contacts.

Administrative support

• Maintain the supervisor’s calendar and arrange meetings.
• Supports the drafting, formatting, and grammatical accuracy of correspondence for supervisor’s or Director’s signature.

Events/Logistics

• Supports the organization of events and conferences by making the logistical arrangements, through engaging with organizers, participants, and caterers.
• Liaises with budget focal points and section over costs and needs.
• Prepares background materials for participants and uploads cleared materials on the sharepoint.
• Prepares and maintains agendas on meetings and events related to the work group commitments.

Travel

• Provides travel assistance to staff members in the nutrition 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.

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 5 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.
• 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/572461

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