Senior Administrative Associate

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Description

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• Provide administrative support to the GSA Leadership team (GSA Chairperson and two Vice Chairpersons)
• Ensures the availability of timely, complete and accurate information and data for preparing GSA work plans
• Coordinate organization and recordkeeping of GSA EC, GJCC and other such meetings
• Support Follow up on action points of all meetings and helps ensure timely compliance with agreed deadlines
• Maintain updated list of GSA EC members, Country Office Staff Association Chairpersons/Vice Chairpersons, Polling Officers, key stakeholders, vendors, consultants etc.
• Prepares travel requests including travel itineraries
• 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, and making necessary logistical arrangements
• Monitors budgets and financial expenditures of GSA, 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
• Carries out transactions in VISION pertaining to GSA budget – Prepares purchase requisitios, purchase orders, funds commitments/reservations, payment requests and uploading of invoices to My Case
• Assists in the preparation of GSA, NYSA budget submissions for the biennium
• Assists in preparation Treasurer reports and management of GSA accounts in UNFCU  
• Manage the GSA ECM site as per standard guidelines on maintenance of GSA related documentation
• Regularly update the GSA and NYSA ECM sites to ensure all information are kept current
• Upload EC meeting, GJCC, and other such meetings in the ECM site in a timely manner
• Upload other working documents/reports relative to GSA, including but not limited to Polling, AGM, Executive Board, Workplan, Constitution and Audit
• Assist in publishing e-bulletins, newsletters, in-memoriam etc
• Facilitates the communications and workflow of the GSA 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;
• Drafts correspondence, reports, messages, TOR etc
• Assist in identifying and monitoring substantive aspects of staff activities in the regions/countries/offices
• Compile information from various sources, assists in data collation
• Supporting the GSA 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 GSA as well as preparation of reports, working papers, presentations, tables, lists and charts etc
• Maintains office calendar and arranges meetings
• Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
• 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.
• Provides travel assistance to staff members in GSA 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. 
• Monitors travel certification and report back to the team.
• Supports management of administrative supplies, office equipment, and updating inventory of items. Ensures that services and maintenance of premises are in accordance with organizational standards.
• Arranges for the purchase and timely distribution of office supplies.

• Completion of secondary education is required, Technical or university courses related to the field of administration, finance or any other related discipline relevant to the to the job is an asset.
• Seven years of progressively responsible budgetary, administrative and website management experience.  Ability to coordinate a variety of high level meetings, draft minutes and reports, carry out research and analysis functions.
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.
• 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.

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