Overview
The Administrative Associate will be responsible for executing a broad variety of procedural and specialized administrative tasks for the respective section, with a focus on Property Management and supporting other Admin functions.
Key Responsibilities
- Supports management of assets and attractive items, including raising AMRs, day-to-day administration, updates, tracking, transfer and disposal processes.
- Assists with annual physical inventory of expendable and non-expendable items.
- Identifies and recommends replacement/disposal of equipment and supplies.
- Prepares reports detailing discrepancies between VISION and physical inspection.
- Supports the Property Survey Board (PSB) process.
- Coordinates insurance needs for UNICEF space, property, and assets.
- Manages low-value procurement, including raising PRs and Purchase Orders in VISION.
- Supports supervisor in contracting for goods and services.
- Maintains up-to-date vendor lists, partners, and consultant rosters.
- Creates Purchase requisitions and liaises with the procurement team.
- Supports management of administrative supplies, office equipment, and inventory.
- Monitors and supervises the use of supplies.
- Plans, purchases, and distributes office supplies.
- Ensures availability of timely, complete, and accurate information for work plans and project management.
- Undertakes basic research and comparative analysis of administrative data.
- Monitors project implementation and makes recommendations.
- Helps ensure timely compliance with agreed deadlines.
- Acts as focal point for review of data reports with monitoring and evaluation information.
- Collects invoices and files documents for approval and processing.
- Acts as invoicing Local Focal Point (LFP) and focal point for MDM functions.
- Responds to transaction status and other inquiries.
- Facilitates communications and workflow to enhance efficiency.
- Manages incoming and outgoing correspondence, emails, and telephone calls.
- Establishes and maintains office filing and reference systems.
- Updates inter/intra-net websites/CSC SharePoint.
- Maintains and updates a system for monitoring office presence of staff.
- Provides backup for Administrative Associate G6, protocol, and individual consultancy.
- Provides other administrative and operational support services as needed.
- Undertakes projects and activities assigned by supervisor or Chief of CSC.
Required Experience
- A minimum of six (6) years of progressively responsible administrative experience is required.
- Experience in managing large volume of assets and office property is required.
- Preferably including experience working with ERP systems related to asset management, procurement, and budget is required.
- Experience working with large client base in HQ, Regional Office or large country office is an asset.
Qualifications
- Completion of secondary education is required.
- Professional and/or university courses related to the field of work are highly desirable.
