Overview
The Administrative Assistant is responsible for executing a broad variety of routine and specialized tasks for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.
Key Responsibilities
- Monitors budgets and financial expenditures.
- Provides support on budget revision/preparation, implementation status, rate of funding utilization, operational, and financial closure.
- Prepares and maintains records, documents and control plans for budget monitoring.
- Carries out transactions in VISION (SAP) pertaining to grants.
- Ensures the availability of timely, complete and accurate information for work plans and project management plans.
- Undertakes basic research and performs comparative analysis of data.
- Monitors work plan/project implementation against established milestones.
- Acts as focal point in the review of the completeness of data reports.
- Guides managers in the process of PCA/SSAs.
- Facilitates the processing of contracts for consultants and external partners.
- Maintains up-to-date vendor lists, partners, and consultant rosters.
- Manages incoming and outgoing correspondence, e-mails and telephone calls.
- Communicates routine and some non-routine information.
- Establishes and maintains office filing and reference systems.
- Maintains office calendar and arranges meetings.
- Takes minutes of meetings.
- Supports capacity development activities and conferences by making logistical arrangements.
- Arranges times through liaising with participants over availability.
- Liaises with budget focal points and section over costs and needs.
- Prepares background materials for participants.
- Prepares and maintains agendas on meetings and events.
- Provides travel assistance to staff members.
- Briefs/de-briefs staff members on administrative matters.
- Extracts, inputs, maintains, and verifies correctness of travel records.
- Assists in the preparation of budgets on travel costs.
- Responsible for collecting invoices and filing documents for approval and processing in VISION.
- Uploads electronic files and verifies results.
- Responds to client transaction status and other inquiries.
- Supports management of administrative supplies, office equipment, and updating inventory.
- Monitors and supervises adequate and appropriate use of supplies.
- Supports the purchase and timely distribution of office supplies.
- Participate in annual physical inventory of all expendable and non-expendable items.
- Maintains and updates a system which monitors the absence of staff.
Required Experience
- A minimum of 5 years of relevant administrative and/or supply chain experience is required.
- Relevant experience at country level, particularly in development, fragile settings and humanitarian contexts is desirable.
- Developing country work experience and/or familiarity with emergency is desirable.
- Knowledge of administrative management practices in an organization of the United Nations system or similar international organization is desirable.
- Knowledge in customs clearance and international commerce practices is an asset.
- Experience in travel or travel related work is an asset.
- Practical experience in procurement is a strong asset.
Qualifications
Completion of secondary education is required, preferably supplemented by technical or university courses related to business administration, supply chain, contract/commercial law, or another relevant technical field.
