Administrative Assistant

Details

Mission and objectives

The Child Protection Programme of UNICEF Ghana is committed to ensuring that by 2022, girls and boys in Ghana, especially the most disadvantaged, increasingly benefit from an equitable and integrated child protection system that better protect them from violence, abuse, exploitation and neglect. The system is focus on the establishment of effective structures, functions and capacities that can prevent and respond to all child protection issues. It also seeks to integrate the actions of families (and children including adolescents), communities, formal and informal laws and practices together to protect children. To achieve these, strategic investments are made to: i) Bringing relevant policy, legal and regulatory framework in line with international standards and good practices ii) strengthening the capacity of formal and informal service providers actors to prevent and respond effectively to protection issues; and iii) supporting interventions aimed at behavioural and social change among girls, boys, families and communities.
Among all children, adolescent girls in Ghana are disproportionately affected by child protection concerns, including exposure to gender discrimination, child marriage and female genital mutilation/cutting, sexual violence, unsafe migration and trafficking, among others. The purpose of the proposed UNV assignment is to provide assistance to the Child Protection section of UNICEF Ghana in further developing and strengthening its interventions for better protection of adolescent girls, by working closely with particularly vulnerable group of girls, their families and communities, service providers and other key local and national stakeholders.

Context

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress to-wards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.
Purpose for the job:
Under the supervision and guidance of the supervisor, the Administrative Assistant is re-sponsible 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.

Task description

Premises, Assets and Office supplies data management
Supports management of administrative supplies, office equipment, including distribution to staff and updating inventory of items.
Prepare Monthly inventory reports of the office supplies.
Support the arrangement and supervision of daily premise maintenance works when required.
Maintain and update inventory of office property in vision and in Excel for as-sets not recorded in Vision (Air conditioners, water dispensers etc.
Monthly report on consumable stocks by ensuring accuracy and matching of records both in the excel and Tally card.
Follow up with the Pouch and incoming/out going mails and report to the supervisor.
Events/ Meetings/Logistics
Support internal events/logistics arrangement including conference bookings.
Maintains office calendar and arranges meetings related to the unit.
Takes minutes of meetings, ensuring accuracy, attention to detail, and coherence.
General Administrative duties
Receive and record invoice in the invoice tracker, process for approval and scan
invoices where required.
Follow up and follow through with both the section and the Finance on payment of the invoice.
Establishes and maintains the office filing and reference systems, both manual and digital.
Provide any other general administrative support where required.