Administrative Assistant

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Description

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• Manages incoming and outgoing correspondence by receiving and registering all incoming post and hand-delivered correspondence, including timely invoice reconciliation, per established SOPs and guidelines. 
• Distributes mail to staff following stipulated procedures. 
• Prepares bills for personal/private use of mail services and follows established SOPs for recovery from staff. 
• Communicates routine and some non-routine information pertaining to the work of the team and workflow to enhance the efficiency and timeliness of service delivery. 
• As focal point for Common Service-Operations’ files and for overall support to Geneva Office entities for archiving, maintains and ensures documents and folders archived are correctly labelled, noting last retention date for destruction, communicating with focal points, and supports safe destruction of archives. 

• Provides logistics support for workshops, conferences, and meetings (internal and external). Among others, though not limited to, through engaging with facilitators, caterers and/or hosts for meeting room set up, transportation of workshop materials, equipment, coordination, and delivery of materials. 
• Liaises with meeting focal points and Common Services teams, as assigned for coordination of different aspects of logistics 
• Meets senior official personnel and visitors at the airport and may assist with basic visa and customs formalities and arrangements when required. 
• Coordinates with host country officials to extend VIP protocol upon arrival and departure at airport for UNICEF Senior Management, per established host regulations. 

• Coordinates work orders with contractors/service providers and arranges for prompt completion of service requests related to among others, air-conditioning/heating, electrical breakdown, lighting maintenance, plumbing and repairs (doors, walls, carpentry, hanging of pictures, etc.). 
• Assists in monitoring on-site jobs executed by contracting companies performing renovation, alterations, partitioning, carpentry, painting, cleaning, photocopy services, etc.
• Contributes to overall maintenance of UNICEF premises and facilities, in all aspects and in accordance with organizational standards. 

• Participates in annual asset count exercise as a Counter. 
• Supports management of administrative supplies and updating the inventory of items. 
• Carries out and arranges for furniture and equipment assembly, including repairs, installations, and relocations. 
• Supports in movement of furniture and set up of offices; monitors and participates to ensure adequate, appropriate, and timely availability and distribution of supplies and office stationery per agreed timelines and established standards in the office. 

• Drives the Heads of Geneva-based entities and senior management, per established guidelines. 
• Responsible always for maintenance of office vehicles in good running condition by timely addressing minor repairs, oil changes, checking tires, brakes, water levels, and car washing, and planning for major repairs, among others. 
• Responsible for maintaining up-to-date vehicle logs, and all required documentation such as vehicle registration and insurance. 
• Ensures reliable and safe services including availability of first aid kit, spare parts, access to directions and keeping abreast of road conditions, deviations, etc. 
• Supports official travels of staff by coordinating with the travel team and CIBT-visa section as relates to pick up of visas, UNLP and other travel documents, as relevant. 
• Supports Common Services Operations team in the delivery of diplomatic services to eligible colleagues by contributing to coordination and/or pick up of relevant documents, as assigned. 

• Contributes to discussions to identify efficiencies in administrative and maintenance service delivery. 
• Back up to Maintenance Associate (GS6) and Maintenance Assistant (GS4) during absences. 

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

• A minimum of four years of relevant administrative work experience is required. 
• Demonstrated experience in administrative services, mail management, and working as a driver in an international organization, UN system with a safe driving record is required. 
• Experience working in a shared service center and managing a wide range of clients’ requests is required. 
• In-depth knowledge of host regulations and protocol is required. 
• A valid driver’s license and knowledge of local driving rules and regulations are required. 
• Training and experience using MS Word, Excel, PowerPoint, or similar is required. 
• UNICEF/UN Experience is an asset. 

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