Administrative Assistant

As part of the Operations and Finance section of UNICEF’s global Private Fundraising & Partnerships (PFP) Division, the Geneva-based Finance Unit consists of two sub-units: The Financial Services Unit (FSU) and the Budget and Analysis Unit (BAU). The Finance Unit ensures that revenues and expenses for the Division are recorded in compliance with financial rules and regulations. The Finance Unit also ensures that funds allocated to the programmes will allow UNICEF to deliver the highest quality financial and programme results and that donors receive high-impact and meaningful donor reports that meet their expectations.

How can you make a difference?

Under the supervision and guidance of the Chief of Finance, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the Finance section, requiring a thorough knowledge of UNICEF administrative procedures, processes, and policies.

Budget Monitoring (specialized)

• Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
• 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.

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 a focal point in the review of the completeness of data reports with key monitoring and evaluation information.

Procurement

• Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR.
• Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TORs in VISION, and making necessary logistical arrangements.
• Maintains up-to-date vendor lists, partners, and consultant rosters.

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.

Events/Logistics

• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers, and hosts.
• Arrange times through liaising with participants over availability.
• Liaises with budget focal points and section over costs and needs.
• Prepares background materials for participants and uploads cleared materials on the intranet.
• Prepares and maintains agendas on meetings and events related to the work group commitments.

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.

Attendance

• Maintains and updates a system which monitors the absence of staff.

To qualify as a Champion for every child you will have…

Education:

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

Experience:

• A minimum of 5 years of relevant administrative or clerical work experience is required.
• Experience managing budgets is required.
• Experience facilitating travel arrangements and itineraries is required.
• Experience in planning and managing events and large meetings is required.
• Experience in managing of correspondence is required.
• UN/UNICEF experience is an asset.
• Experience in travel and procurement using UNICEF ERP system is an asset.

Language requirements:

• Fluency in English is required. Knowledge of another official UN language or local language of the duty station is considered as asset.

Source: https://jobs.unicef.org/en-us/job/573030/administrative-assistant-g5-ft-3864-finance-pfp-geneva-switzerland