Administrative Associate - Tenders Global

Administrative Associate

United Nations Children's Fund

tendersglobal.net

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Description

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Under the supervision and guidance of the Administrative Officer/NOB, 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.

Key functions, accountabilities and related duties/tasks

Office Planning & Project Management (specialized)

  • Ensures the availability of timely, complete and accurate information and data for preparing 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 focal point in the review of the completeness of data reports with key monitoring and evaluation information.

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.

Calendar/Meetings/Correspondence Management

  • Maintains office calendar and arranges meetings.
  • Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.

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.

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.

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 bachelor’s degree from a recognized academic institution in a field relevant to the position may replace three years of related work experience.  A master’s degree may replace and additional two years of experience.
  • A minimum of 6 years of relevant administrative or clerical work experience is required.
  • Fluency in French and working knowledge of English are 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/en-us/job/573812/administrative-associate-travel-2-posts-g6-fixed-term-portauprince-haiti-129533-129534

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