Administrative Associate

How can you make a difference?

Summary of key functions/accountabilities:

• Premises and Assets Management
• Travel Management
• Facility, Warehouse and Contracts Management
• Events, Hotel, Conference booking and Office supplies management
• Invoice processing and support on procurement of low value procurements
• General Administrative duties
• Archiving

Events/Logistics Hotel, Conference booking and Office supplies management

• 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.
• Provide hotel/conference booking services to program sections.
• Arranges for the purchase and timely distribution of office supplies.
• Manage office supplies and vehicle spare parts.
• Prepare Monthly reports of the Office supplies/vehicle spare parts.
• Ensure safety and security stores.
• Supports management of administrative supplies, office equipment, and updating inventory of items.
• Monitors and supervises adequate and appropriate use of supplies.

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.
• Monitor Travel Dashboard and ensure Travels are certified with the stated deadline as per SOP on Travel.

Invoice Processing and support on procurement of low value procurements

• Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR.
• Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, creation of Purchase Requisition and or
• service orders, comparing of the proformas, preparation of Table of Comparisons, and making necessary logistical arrangements.
• Maintains up-to-date vendor lists, partners, and consultant rosters.
• Preparation of payment document, uploading them on the SharePoint and follow up with Finance on payments submitted by Admin section.
• 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.

Equipment/ Premises and Assets Management

• Ensure regular updates and maintenance of Assets Register for both assets tracked in Vision and Assets Tracked outside Vision.
• Safeguarding all UNICEF Assets.
• Ensure that all assets are updated for information on the status, rooms, locations, custodian and Personal Staff for low value attractive and BCP items.
• Organize bi-annual asset counts.
• Support on annual physical Assets counts.
• Electronic filing of all information on Assets management including Assets counts reports and minutes of the Property Survey Board (PSB) Committee.
• Support the PSB Committee meeting.
• Propose the assets for disposal.
• Monitor monthly closure on asset related schedule as per DFAM monthly guidelines.
• Ensures that services and maintenance of premises are in accordance with organizational standards.
• Arranges for the purchase and timely furniture and other assets to staff.

Archiving Services

• Advising sections on documents to be archived and those to be destroyed based on archiving policy.
• Submission to PSB for documents for destruction.
• Clean ups and organizing, arranging the admin store, ICT store etc.
• Retrieving document whenever required.
• Converting files to be archived to electronic files.

General Administrative duties

• Provide support other General administrative matter.
• Support on Greening the blue initiatives.
• Maintaining data for EFAAT (Environmental Footprint & Accessibility Assessment Tool) and ensure timely reporting to Head Quarters.
• Ensure knowledge sharing with other staff in the Office.

Impact of Results

• In addition to the impact at the GS-5 level, 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.

Skills Required

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 background.
• Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.

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

The following 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.
• Language Requirements: Excellent written and verbal English is required local language is an asset.

Source: https://jobs.unicef.org/cw/en-us/job/571447