Administrative Assistant

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Description

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• Travel:
• Act as travel focal point for the office. Process travel authorizations in compliance with UNICEF travel policy and procedures; issue travel authorizations and authorize issuance of tickets, follow up with posting of travel authorizations for the timely payment of travel entitlements, processes travel claims prior to final settlement.  Monitors travel expenses.
• Responsible for visa issuance for staff
• Responsible for issuance of Note Verbale in support of visa requests for non-staff
• Assist in preparation of Travel Management reports.
• Act as Focal Point for EFAAT (Environmental Footprint & Accessibility Assessment Tool).

• Acts as the alternate Local Focal Point (LFP) for Finance and Master Data Management (MDM) vis a vis the Global Shared Services Centre (GSSC). Reviews invoices from vendors, contractors and consultants. Checks cost calculations, financial accuracy, completeness of documentation and adherence to UNICEF rules and regulations and submit to GSSC
• Focal point for managing the certified electronic mailbox (PEC) including uploads of electronic files and verification of results to destination system and distribution of invoices to relevant sections
• Provide support to Operations-related payments and respond to client transaction status and other inquiries.
• Responsible for filing and retrieval of Operations documents and ensuring safekeeping of financial records. Acts as Focal Point for EFAAT (Environmental Footprint & Accessibility Assessment Tool).
• Responsible for submission to the Ministry of Foreign Affairs of VAT exempt invoices for certification using model 181 and sending certifications to vendors

• Support with logistic requests from staff members; Act as Petty Cash Custodian; Organizes and maintains all administrative files and reference systems, both traditional and digital and ensures the inter/intra-net websites are up-to-date and accurate;
• perform other duties as required

• Provide Support to Administrative & Finance Assistant for the management of the office properties, plants and equipment. 
• Assist with required physical asset verification and inventory exercise.  Support and assist in the execution of property surveys board recommendations as approved by the head of office. 

• Provide logistic support in the organization of official meetings/events, liaising with both Programme Associate (Convening) for large corporate events as well as focal points for smaller events.

• Completion of secondary education. University level degree in business / public administration is an asset
• A minimum of 5 years of progressively responsible administrative work experience is required.
• Advanced knowledge in the Microsoft Suite of Products (including MS Word, MS Excel & MS PowerPoint), and Intranet/Internet is required. Experience in Data Entry and use of SAP/Vision
• Fluency in English and Italian is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is an asset.

• Administrative experience in travel section of international or private organizations
• Experience in travel-related activities or airline industry with international travel
• Knowledge of procedures in the context of UN or international corporate bodies
• Understanding of principles and standards of accountability and sound application of financial rules and regulations
• Knowledge of UNICEF policies is considered an asset

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