Administrative Assistant

tendersglobal.net

Job Description

Under the supervision and guidance of the Operations Associate, the Administrative Assistant is responsible for executing a broad variety of routine tasks for the respective unit requiring full knowledge of UNICEF administrative procedures, processes and policies.
Summary of key functions/ accountabilities:
Events/Logistics:
  • Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
  • Arranges 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 maintains 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.
  • In charge of Custom exemption
Fleet Management/ Correspondence Management:
  • Support in the management of the office’s vehicle fleet
  • Support in Correspondence Management
  • Administrative management of Staff
  • In charge of requests for UN and Radio cards for Staff
  • In charge of requests for the international entitlements (moving, vehicle registration, fuel allocation, national driving license, etc.)
  • Performs other duties, as required.
To qualify as an advocate 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 4 years of relevant administrative or clerical work experience is required.
  • Language: Fluency in French and Arabic is required. A good knowledge of English is an asset.
Source: https://jobs.unicef.org/cw/en-us/job/568771

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