Administrative Assistant

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Description

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Under the supervision and guidance of the supervisor, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.

Functions and Accountabilities:

Human Resources :

• Drafts vacancy announcements for positions within his/her office for review by supervisor to help attract ideal candidates.
• Ensures timely and efficient screening of applications for minimum eligibility, taking into account qualifications, competencies, and post requirements.
• Liaises with candidates in the various stages of the recruitment process.
• Coordinates the scheduling of interviews and technical assessments.
• Records and maintains recruitment files, ensuring all necessary documentation has been prepared.
• Monitors lifecycle of recruitment process to update supervisor as necessary.
• Calendar/Meetings/Correspondence Management.
• Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.

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 maintain 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 is in accordance with organizational standards.
• Arranges for the purchase and timely distribution of office supplies.

Attendance:

• Maintains and updates a system which monitors the absence of staff.
• Calendar/Meetings/Correspondence Management
• Maintains office calendar and arranges meetings.
• Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.

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

The following minimum requirements:

Education:

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.

Work Experience:

• A minimum of 5 years of relevant administrative or clerical work experience is required.

Skills (optional):

• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
• Thorough knowledge of UNICEF administrative policies and procedures.
• Organizational, planning and prioritizing skills and abilities.
• Ability to deal patiently and tactfully with visitors.
• High sense of confidentiality, initiative and good judgment.
• Ability to work effectively with people of different national and cultural background.
• Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.

Language Requirements:

• Fluency in English is required. Knowledge of another UN language or local language of the duty station is considered as an asset.

Source:  https://jobs.unicef.org/cw/en-us/job/571661

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