Administrative Assistant

UNICEF GSSC is seeking a highly dedicated individual with structured, service-oriented mindset and experience in Administration/Operations to join GSSC’s Operations Section.

Key functions/accountabilities:

• Manage Section Chief’s Calendar & schedule meetings & Events. Organize meeting requirements, both internal (individual/Units/Section) and external and take minutes and notes at meetings.
• Work closely with HR Operations to schedule interviews, follow up on hiring and maintain the vacancy report for the unit managers. Maintain a computerized reporting system for effective monitoring and follow-up purposes.
• Maintain time and attendance records for the section by ensuring the leave and attendance records are up to date.
• Prepare, follow up and process administrative requests/documents.
• Provide necessary assistance to the other administrative units in the Operations section such as facilities, events, travel etc. upon the request from the supervisor.
• Prepare service requests and process payments to service suppliers.
• Support the annual physical asset verification exercise by checking the accuracy of assets records and location of items.
• Maintain proper online filing/archiving system of the documents on Sharepoint.
• Supports in creating and uploading Operations related communication material on internal online platforms, such as ECM site.
• Follow up on established deadlines and ensuring timely submissions by Operations staff of reports, correspondence, and other documents.
• Support to ensure a good and secure working environment for all staff members. Liaise with building facilities management company for improvement, maintenance and repair of in the office premises.
• Responsible for collecting and preparing outgoing mail, packages and diplomatic pouch material. Receiving, opening (registering as appropriate) and distributing all incoming mail, packages and diplomatic pouch material.
• Maintain confidentiality and demonstrate high standards of integrity and sensitivity throughout all activities.

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

• Completion of secondary education (i.e. high school diploma) is a minimum requirement.
• University level courses in business administration and public administration are desirable.
• Minimum of five (5) years of relevant work experience in operations, administration, international travel industry or logistics is required. A completed Bachelor’s degree from an accredited institution will be counted as 3 years’ experience and Master’s degree will be counted 2 years’ experience requirements (for fully completed degrees only).
• Strong technology orientation with proficiency in Microsoft Suite of Products (MS Word, MS Excel and MS PowerPoint) is required.
• Experience in planning, organizing and delivering administrative support services is required.
• Knowledge of UN/UNICEF’S rules, regulations and procedures is considered an asset.
• Proven experience in dealing with confidential and sensitive communication and information is desirable.
• Knowledge of the local language of the duty station is required.
• Fluency in English (verbal and written) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is considered an asset.

Source: https://jobs.unicef.org/cw/en-us/job/571160