Administrative Assistant

tendersglobal.net

Job Description

Under the supervision of the Administrative Associate, the Administrative Assistant is responsible for executing a broad variety of standardized administrative tasks for the respective section(s) requiring thorough knowledge of UNICEF administrative procedures, processes and policies, and ensuring timely and effective delivery that is consistent with UNICEF rules and regulations.
Summary of key functions/accountabilities:
Travel Management:
  • Be the focal point of travel. Provide travel support to all staff, making arrangements for them based on the organization’s standards and policies. Coordinate with the focal points of the Travel Agencies to ensure that the organization obtains the best services and prices on all trips.
  • Review Travel Authorizations and Travel Claims and make all the arrangements, as required.
  • Upload all the payment requests related to travel on the “Finance – payment request platform”.
  • Monitor travel certifications and keep files of all travel requests.
  • Efficient and Effective Provision of Administrative support services for the Office.
  • Premises Management. Provide support with the execution of all the services contracts (Cleaning, Air Conditioners, Electrical Generators, Gardening, Concierge//Reception, etc.)
  • Premises Remodeling. Provide support with the execution of improvements, adjustments, or remodeling of office.
  • Premises Maintenance. Execute the “Schedule for the maintenance of the premises” (Septic chambers, water deposits, paint in general, maintenance of bathrooms and kitchenettes, solar panels, etc.)
  • Help with the execution of all UNICEF Greening initiatives/activities.
  • Fleet Management. Provide support with the maintenance of the vehicles, insurance, booking of the vehicles and other related tasks.
  • Provide support with all the requests/tickets introduced on the Oasis Platform, emphasizing on the Service Level Agreement (SLA) assigned to each task.
  • Build and maintain the SharePoint of the area. (Uploads tutorials, videos, regulations, useful links and other files)
  • Coordinate with other Agencies for the signature of the Memorandums of Understanding (MoU).
  • Receive, read, screen, log and distribute all incoming and outgoing correspondence to ensure prompt and appropriate action. Maintain a follow-up system.
Events Support:
  • Assist in organizing events and manage logistical requirements for workshops, meetings and other related tasks.
  • Ensure that the services provided are consistent with the terms and conditions of the corresponding contract before executing the payment.
  • Arrange appointments and maintain the administration calendar. Arrange internal and external meetings. Elaborate minutes and/or take notes at meetings as required. Keep a list of names, telephone numbers and addresses of persons, institutions and government officials related to the section.
  • Efficient and effective management of administrative supplies, office equipment, vehicles, assets and other property.
  • Help with the execution of the annual asset count and periodically execute asset counts.
  • Keep an updated record of the inventory of non-expendable property.
  • Provide support to the Property Survey Board Committee and helps with some tasks related with the disposal of assets.
  • Manage and control the stocks of all office supplies.
Other administrative functions:
  • Collect invoices for approval and thereafter processing in VISION.
  • Support the Administrative Associate in respond in a timely manner to all queries regarding administrative support services.
  • Draft routine correspondence, memos and reports in accordance with standard office procedures.
  • Prepare and submit service requests to the GSSC on a regular basis, according to the established lead times to allow a smooth and timely operation to comply with UNICEF commitments and obligations.
  • Any other administrative function requested.
To qualify as an advocate for every child you will have:
Education:
  • Completion of secondary School. Technical and/or university courses in administration, accounting and/or finance is desirable.
Experience:
  • Four years progressive experience in administrative, accounting and/or finance work.
  • Experience with SAP system is considered as an asset;
  • Experience working in an international organization is considered an asset.
Language Requirements:
  • Fluency in Spanish and intermediate English is required.

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