Administrative Assistant

Under the general supervision of Admin. Specialist implements specific administrative service requirements by carrying out the day to day specific tasks of managing office supplies stores, Assets/Inventory Control and handling of diplomatic pouches.

Key functions, accountabilities and related duties/tasks:

• Maintain stores of stationery, classify and tag office supplies and other stocked items including storage, delivery, stock control, checking and certifying orderly receipt of goods. Arrange for timely replenishment of same; prepare administrative procurement list on an annual basis, undertake minor local administrative procurements.
• Ensure accuracy of Property, Plant & Equipment (PP&E) physical counts in reconciliation with Asset Management Record (AMR) from VISION and assist in preparation of PSB list, PSB follow-up actions and PP & E physical count (mid-year & annual) report preparing; responsible for updating of inventory list and location of equipment. Assist in auditing PP and E random counts.
• Receive office equipment, furniture etc., from Supplier and tag the item as per office guideline and procedures Deployment of office supplies to field offices and updating filed asset records.
• Handle the incoming and outgoing diplomatic pouches; prepare the summary for reimbursement by other agencies; register all incoming correspondence and documents through pouches, mail and local deliveries; maintain records of controlled items and distribute as necessary; keep track and follow up with regional pouch office;

To qualify as an advocate for every child you will have…

• Completion of secondary education preferable university graduate with accounting knowledge supplemented by technical or university courses related to the work of the organization.
• For this position, 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 additional two years, totaling 5 years.
• A minimum of 4 years of progressively responsible administrative or clerical work experience is required.
• Relevant experience in a UN system agency or organization is considered as an asset.
• Fluency in English and local language of the duty station is required.
• Experience in managing stationery: tagging, storage, delivery, stock control, and replenishment.
• Experience in ensuring Property, Plant, and Equipment count accuracy
• Experience in handling diplomatic pouches

Source: https://jobs.unicef.org/cw/en-us/job/572505