Administrative Associate

Under the supervision and guidance of the Administrative Officer/NOB, the Administrative Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

Key functions, accountabilities and related duties/tasks

Office Planning & Project Management (specialized)

• Ensures the availability of timely, complete and accurate information and data for preparing section work plans and project management plans.
• Undertakes basic research and performs comparative analysis of project/programme related data.
• Monitors project implementation against established milestones and makes recommendations to improve performance.
• Helps ensure timely compliance with agreed deadlines.
• Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information.

Communications & Workflow

• Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
• Manages incoming and outgoing correspondence, e-mails and telephone calls.
• Communicates routine and some non-routine information pertaining to the work of the team.
• Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate.

Calendar/Meetings/Correspondence Management

• Maintains office calendar and arranges meetings.
• Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.

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

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

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• A bachelor’s degree from a recognized academic institution in a field relevant to the position may replace three years of related work experience.  A master’s degree may replace and additional two years of experience.
• A minimum of 6 years of relevant administrative or clerical work experience is required.
• Fluency in French and working knowledge of English are required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Source: https://jobs.unicef.org/en-us/job/573812/administrative-associate-travel-2-posts-g6-fixed-term-portauprince-haiti-129533-129534