Administrative Assistant

How can you make a difference? 

The Malawi Country Office offers an exciting and rewarding career opportunity for you to join our dynamic administration team.  Are you looking for your next administration management challenge?  Look no further, the position of Administrative Assistant (Travel) might just be the right fit for you. 

As Administrative Assistant l, you would be responsible for executing various routine travel and general administrative tasks for the unit. Your role would involve providing procedural and specialized travel administrative support services, requiring a comprehensive understanding of UNICEF administrative procedures, processes, and policies on travel. Under the guidance of the Administrative Officer, you would be responsible for ensuring efficient and cost-effective travel administrative, protocol and control support services in compliance with the organization’s policies and regulations.

• This position therefore offers a unique opportunity for a qualified, motivated, and committed individual to make a significant contribution to the overall achievement of transformative results for children by delivering on the following key responsibility areas, but not limited to:
• Appropriate and consistent interpretation and application of travel administrative policy and procedures are timely implemented to support operations at the country level.
• Ensure timely review of Travel Authorization (TAs) for international and local travel upon requests received and prepare amendment to TAs as required.  This includes maintaining the TAs register and travel plans and indicate details of all travel.
• Facilitate flight bookings, issuance of tickets, hotel reservations and pick-ups from and drop-offs from the airport for arriving and departing UNICEF personnel.
• Ensure timely and effective calculations of travel claims, settlement of the same and review related documents for completeness before further submission for further processes.
• Appropriate follow-up and verification of invoices from Travel Agents and prepare payment requests as necessary.
• Foster effective working relations with other agencies, local authorities, and implementing partners on issues relating to travel administrative matters.
• Manage issuance of fuel and staff access cards.
• Assist as backup for protocol issues when required i.e. providing guidance on visas, permits.
• Any other assigned administrative support responsibilities and services are effectively carried out and delivered.

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

Education

• Secondary education supplemented with a course in Business Administration, Hospitality Management, Administrative Management or any other relevant field of study.
• For this position, a bachelor’s degree from a recognized academic institution in Business Management,  Administration, Hospitality Management, or other relevant field may replace three years of related work experience. A master’s degree may replace additional two years.

Relevant Experience:

• A minimum of five years of relevant administrative work experience is required in Business Management, Administration, Hospitality Management.

Technical Experience and Skills:

• Experience working in travel industry is required.
• Training within the travel industry is required.
• Accounting and budget preparation and implementation skills is required.
• Knowledge of local government protocol standards and regulations is required.
• Experience in an international organization is desirable.
• Sound computer skills, including various office applications is required.
• Excellent communication skills are required.
• Good judgement, initiative, high sense of responsibility and confidentiality is required.
• Sound knowledge of record-keeping and analytical reporting is required.
• Ability to work in a multicultural team environment is required.
• Background and/or familiarity with emergency is considered as desirable.

Language:

• Fluency in English, both strong verbal and written skills, are essential.

Source: https://jobs.unicef.org/cw/en-us/job/574306