Administrative Associate

Job organizational context:

The Administrative Associate is accountable for both specialized and procedural communications, operational and administrative support services.

Purpose for the job:

• Under the supervision and guidance of the Emergency Specialist, the Administrative Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective Field Office requiring in-depth knowledge of UNICEF administrative procedures, processes, and policies.

Key functions, accountabilities, and related duties/tasks

Budget Monitoring (specialized)

• Monitors budgets and financial expenditures of the office and guesthouse, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
• Provides support on budget revision/preparation, implementation status, fund utilization, operational, and financial closures.
• Prepares, organizes, and maintains office files, records, documents, and control plans for budget monitoring.
• Carries out transactions in VISION as required.
• Process invoices, expense reports, and other financial transactions as needed.
• Maintain financial records and assist in financial reporting.

Human Resources (specialized)

• Support recruitment processes, including scheduling interviews and preparing documentation.
• Assist in the onboarding of new staff members.
• Maintain personnel records and manage leave and attendance tracking.
• Directly supervise the performance of cleaners and auxiliary staff recruited directly by UNICEF or through third party institutions.
• Oversee the drivers daily work schedules and supervise their performance.
• Oversee the performance of the security guards and liaise with the third-party company for any observations or improvements deemed necessary.
• Supervise and oversee the work of the generator operator(s) and ensure uninterrupted flaw of power and internet in the office and guesthouse.

Office Planning & Project Management (specialized)

• Ensures the availability of timely, complete, and accurate information and data for preparing work plans.
• Monitors Field Office activity implementation against established milestones and makes recommendations to improve performance.
• Oversees the management of the office guest house, including handling accommodation bookings and ensuring the facility is well-maintained and efficiently operated.
• Coordinate logistical arrangements for events, mission visits, travel, workshops, and training sessions including raising Travel Authorization (TA)
• Supervision of the cleaners, guarding services, and other administrative roles such as management of office utilities to ensure that they are done properly.
• Schedule and coordinate meetings, appointments, and travel arrangements.

Procurement

• Facilitates the processing of contracts for consultants and external partners that provide a service to the Field Office This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s, and making necessary logistical arrangements.
• Maintains up-to-date vendor lists, partners, and rosters, as needed.
• Monitor and manage office supplies and equipment, ensuring availability and functionality.
• Support procurement processes, including preparation of purchase orders and liaison with suppliers.

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.
• Liaise with internal and external stakeholders to facilitate communication and coordination.
• Assist in the preparation and dissemination of information and reports.
• Support the development and implementation of communication strategies and materials.

Calendar/Meetings/Correspondence Management

• Maintains office calendar and arranges meetings.
• 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 are 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.

Impact of Results

• In addition to the impact, a G-6 staff member is predominantly accountable for applying a broad range of specialized administrative rules and procedures in the coordination of administrative support to the team served. Efficiently initiating, monitoring, and ensuring the provision of administrative services allows the professional staff of the organization to focus on substantive core work. This may include supervisory responsibilities with accountability for the work of administrative assistants, temporary staff and/or consultants.
• Administrative Associates represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests. External contacts include counterparts in international organizations, bi-lateral and multi-lateral institutions, and national governments to organize meetings, workshops, and conferences. Communications involve the exchange of information across the UNICEF at the most senior levels and externally to governing body representatives.

Recruitment Qualifications

Education:

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work. Experience: A minimum of 6 years of relevant administrative or clerical work experience is required.
• Bachelor’s degree with relevant experience of 3 years is required or Master’s degree with relevant experience of 2 years is required.

Language Requirements:

• Fluency in English is 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/573852/administrative-associate-gs6-renk-south-sudan-temporary-appointment-for-364-days