Administrative Associate - Tenders Global
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Administrative Associate

United Nations Children's Fund

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Job Description

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Description

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Under the supervision and guidance of the direct supervisor, the Administrative Associate supports the section through providing a range of procedural, administrative, and operational support in developing, implementing, executing, and monitoring of the country programme, ensuring effective and timely delivery that is consistent with UNICEF rules and regulations.

Key functions, accountabilities, and related duties/tasks:

Office Planning & Project Management

• Supports the Communication and fundraising section in the preparation, organizing and follow-up of different types of events, activities, and meetings, including by coordinating with different services providers, monitoring key results indicators, and updating different databases.

• Prepares Terms of Reference, logistics for events, reports, working papers, and various administrative and communication documents.

• Supports in researching, compiling, and analyzing qualitative and quantitative data and information from a variety of sources on subject matters relevant to the work of the section to facilitate programme delivery, including drafting budgets and documenting best practices and lessons learned to support knowledge development and capacity building.
 
Events/Logistics
 
• Supports the preparation, organizing, and follow-up of different types of events, activities and meetings, by making the logistical arrangements.
• Coordinating with service providers.
• Liaises with budget focal points and section over costs and needs.
• Prepares background materials for participants and uploads cleared materials on the information sharing platforms / shares with participants.
• Prepares and maintains agendas and minutes of meetings and events and monitors follow-up tasks/ commitments.
• Maintains partner’s and journalists’ databases.
• Assists in preparing of and participates in field visits with key decisions makers, donors, ambassadors, and journalists, and for creating different communication materials.
 
Budget Monitoring
 
• Develops and monitors budgets and financial expenditures of sections, 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, determination position of funding utilization, operational, and financial closure.
• Prepares and maintains records, documents, and control plans for the budget monitoring of project/programme implementation.
• Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.
 
Procurement
 
• Drafts TORs for consultants and contractors that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, and making necessary logistical arrangements.
• Develops and maintains up-to-date vendor lists, partners, and consultant rosters, communication materials.
• Prepares Purchase Requisitions and fund commitments in Vision.
 
Invoice Processing
• Responsible for collecting invoices, submission for payment, and filing documents.
• Uploads electronic files and verifies results to destination system.
• Responds to partners/clients regarding transaction status and other inquiries.
 
Impact of Results:

The efficiency and effectiveness of the support provided by the Administrative (Communications) Associate to the development, implementation, and monitoring of programms/projects facilitates the delivery of concrete and sustainable results for the Communication and Fundraising section, which in turn enhances the office’s and UNICEF’s capacity in helping the most vulnerable women and children.

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

  • Education: Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization*
  • Experience: A minimum of 6 years of progressively responsible administrative or clerical work experience is required.
  • Language Requirements: Fluency in English and Romanian is required.

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• Supports the Communication and fundraising section in the preparation, organizing and follow-up of different types of events, activities, and meetings, including by coordinating with different services providers, monitoring key results indicators, and updating different databases.

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