Administrative Assistant

tendersglobal.net

Job Description

UNICEF Innocenti – Global Office of Research and Foresight is committed to providing evidence-informed narratives that allow policymakers and practitioners to take actions to address important current and evolving issues facing children and young people. To this end, we seek to provide UNICEF leadership at all levels country, regional, and global with evidence-based tools that empower them to make the case for investments in children and young people. We identify gaps in evidence relevant to the world of children and young people, the world at large, and UNICEF while also seeking to maximize impact and uptake our foresight and research by deploying a wide variety of useful, engaging, and insightful tools, products, events, and collaboration.

The operations team is a key back-end player that facilitates evidence-informed activities across the office.

Summary of results-based key functions/accountabilities:

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).

Finance:

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

Administrative Duties:

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

Procurement And Property Management/office Equipment:

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.

Events And Conferences:

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.

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

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.

Desirable:

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

Source: https://jobs.unicef.org/cw/en-us/job/568597

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