Overview
The Administrative Assistant supports routine administrative and transactional tasks within the Office of the Executive Director, requiring a solid understanding of UNICEF administrative procedures.
Key Responsibilities
- 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 and uploads cleared materials to the intranet.
- Prepares and maintains agendas on meetings and events.
- Provides travel assistance to staff members for travel arrangements and entitlements.
- Briefs/de-briefs staff members on issues relating to administrative matters.
- Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system.
- Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
- Supports management of administrative supplies, office equipment, and updating inventory of items.
- Monitors and supervises adequate and appropriate use of supplies.
- Ensures that services and maintenance of premises are in accordance with organizational standards.
- Supports the purchase and timely distribution of office supplies.
- Participate in annual physical inventory of all expendable and non-expendable items in office.
- Performs any other duties and responsibilities assigned as required.
Required Experience
5 years of relevant work experience in administration, clerical work and any other related fields is required.
Qualifications
Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work. A Bachelor or equivalent (First Level University Degree) may replace 3 years. A Master or equivalent (Advanced University Degree) may replace an additional 2 years.
