Administrative Associate

Under the supervision and guidance of the supervisor, the Administrative Associate GS 6 will be responsible for executing a broad variety of procedural and specialized administrative tasks within the Admin Unit for the outpost in Islamabad, UNICEF Country Office in Pakistan (PCO). This requires in-depth knowledge of UNICEF administrative procedures, processes, and policies.

The Administrative Associate GS-6 will be accountable for both specialized and procedural communications, operational and administrative support services.

Key functions, accountabilities and related duties/tasks

Administrative support:

• Follow-up with PCO on the extension of MOU for ACO outpost office in Islamabad.
• Follow-up with PCO to submit the invoice for payment for the extended MOU between ACO and PCO once extended MOU will sign.
• Providing support to receive Laptop of ACO staff who separated or resigned from ACO and make arrangement to send them back to ACO Kabul to asset focal person.
• Follow-up with PCO finance unit to process any payment related to ACO outpost office in Islamabad expenses petty expenses through delegated FR and FC.
• Preparing and maintain task sheets for all the official task performed for ACO outpost office and send it to ACO Admin Manager for monthly update.
• Managing regular meetings with all related UN agencies, government office, vendors, and UNICEF PCO units to facilitate delivery of assigned responsibilities.
• Working without any back up staff 24/7 as have no replacement. Support all ACO Supply and Logistics requirements in Pakistan ensuring that required documents, follow up, meetings are completed within set timelines.
• Providing support to receive Laptop of ACO staff who separated or resigned from ACO and make arrangement to send them back to ACO Kabul to asset focal person.
• Available for any other task assigned for ACO official task.

Travel and protocol support: 

• Processing Note verbal, Proforma and Arrival Notification for Pakistan visa for all ACO staff who need Pakistan visa on meetings / missions, R&R connecting flights and medical evacuation etc.
• Received UNLPs from HQ (New York) for ACO staff and dispatched them to ACO Kabul through UNHAS flights and by hand with any traveler traveling from Islamabad to Kabul.
• Providing visa support to ACO Afghan National staff for Pakistan visa on their National passports, also received Afghan National passport of staff and sent back to Kabul through any traveler and UNHAS flight.
• Official letters and UNFCU cards received and sent to Kabul by UNHAS flights and by hand with any travelers traveling to Kabul. Arranging all ACO shipment of parcels, letters, cargo, and UN pouches conducted diligently and dispatched within given timelines.
• Providing support for receiving P-card for ACO office and Cigna documents sent by HQ (New York) for further dispatching to ACO.
• Providing visa support for ACO staff from Islamabad, Pakistan for official missions and meetings for any other countries as all Embassies are closed in Afghanistan. These visas cases are for Bangkok, Saudi Arab, Philippine, Denmark, Italy, Portugal USA, Canada, UK and any other countries.
• There are some other visa related services are also providing for those countries whose visa are not processed from Kabul and Pakistan.
• Providing Medevac support, arrangement official and rental vehicle to staff and their attendants for inbound and out bond flights.
• Liaising UN Medical Services and ACO, arrange Ambulance services for ACO patient pick and drop from Airport to chosen or selected hospital, ensuring related equipment are provided.
• Coordination with vendor to stand by the Ambulance vehicle for those staff who are in critical medical condition. Arrangement of medical equipment as per requirements.
• Coordinate with PCO admin team for official support as and when required for any official mission for ACO team. Like arranging official vehicle booking through humanitarian booking portal and arranging rent a car using PCO car rental LTA.
• Working for the Shipment of ICT equipment Quick Deployment Kit (QDK) for re-export from Islamabad, Pakistan to Kabul, Afghanistan. That involve coordination and support from PCO supply and logistic Unit to arrange exemption certificate from MOFA protocol unit of Government of Pakistan.

Communications & Workflow:

• Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
• 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 (admin shared Point); and ensures the inter/intra-net websites are up to date and accurate.

Calendar/Meetings/Correspondence Management:

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

Invoice Processing:

• Processing the payments for all admin office related contracts (collecting invoices and filing documents for approval and thereafter submitting to the Afghanistan Country Office Business Support Center for processing and onward submission to the UNICEF Global shared services center).
• Uploads electronic files and verifies results to destination system.
• Responds to client transaction status and other inquiries.
• Coordinating the monthly invoices sending to ZOs for some goods and services.

Supplies/Equipment:

• Supports management of administrative supplies, office equipment, and updating inventory of items (Maintaining the operations store, receiving assets, stacking them, and releasing them as per the requirements and coordinates the asset movement with the inventory assistant and the user).
• 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.
• Facilities Management
• Looking after day-to-day maintenance and repairs related to the office.
• Assets Management
• Assisting on the disposal of junk items, assets, and attractive items.

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

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 6 years of relevant administrative or clerical work experience is required.
• A bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience. A master’s degree may replace an additional two years.
• Skills: Training and experience using MS Word, Excel, PowerPoint, and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
• In-depth knowledge of UNICEF organizational structure, 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 backgrounds.
• 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 official UN language (French, Arabic, Chinese, English, Russian or Spanish) or a local language is an asset.

Source: https://jobs.unicef.org/cw/en-us/job/578312