United Nations Children's Fund
tendersglobal.net
Job Description
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Description
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UNICEF Refugee Response Office in Poland is looking for a short-term support to join the Operations Team and provide necessary administrative and operational support. Under the supervision and guidance of the Admin & Finance Officer, this administrative support assignment will be responsible for executing a broad variety of procedural and specialized administrative tasks including event and travel administration.
Major tasks and responsibilities
General office support
- 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.
- Supports administration and coordination of office space arrangements. Conducts premises management in Warsaw, Gdansk and Krakow.
- Monitor and safe-keeping office access card.
Calendar/Meetings/Correspondence Management
- Schedule appointments and meetings where required. Maintains the team’s calendar.
- Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
- Draft and/or process a variety of correspondence and other communications.
- Manages incoming and outgoing correspondence, e-mails and phone calls.
Events/Logistics
- Supports capacity development activities and conferences by making the logistical arrangements, through engaging with the hotel, facilitators, caterers and hosts. Conduct side visit when necessary.
- Liaises with respective office sections upon receiving quotation on hotel booking for conferences/workshops.
Travel Support
- Support travel assistance to staff members 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.
- Assist the briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
- Assist the 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.
- Assist in the monitoring of travel certification and report back to the team.
Invoice Processing Support
- Support in collecting invoices and filing documents for approval and, transmission to Finance Unit for processing.
- 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. Assist in Asset Count exercise.
- Assist in monitoring adequate and appropriate use of office supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
- Support in arranging for the purchase and timely distribution of office supplies.
To qualify as a champion 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 minimum of 6 years of relevant administrative or clerical work experience, preferably in the areas of travel administration, events organizing, premises and assets management.
- Work in an international organization or another UN agency will be considered as an advantage.
- Fluency in English and Polish is required.
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Calendar/Meetings/Correspondence Management
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