Administrative Assistant,
2 weeks ago
As per organization salary scale
5 years
Job Description

Job Description:


How can you contribute?


Under the supervision and guidance of the supervisor, the Administrative Assistant is tasked with executing a wide range of routine and some specialized tasks for the respective section. This requires in-depth knowledge of UNICEF administrative procedures, processes, and policies.


Key functions, responsibilities, and related duties/tasks:


**Budget Monitoring**


- Monitor section budgets and financial expenditures, ensuring compliance with UNICEF rules and regulations. Keep the supervisor informed and provide advice on actions for decision/follow-up.

- Support budget revision/preparation, monitor implementation status, determine the position of funding utilization, and manage operational and financial closure.

- Prepare and maintain records, documents, and control plans for budget monitoring of project/programme implementation.

- Perform transactions in VISION related to grants for the section, such as registering grant allotments and tracking expiring program grants.


**Office Planning & Project Management**


- Ensure timely, complete, and accurate information and data availability for preparing section work plans and project management plans.

- Conduct basic research and comparative analysis of project/programme-related data.

- Monitor project implementation against established milestones and make recommendations to improve performance.

- Assist in ensuring timely compliance with agreed deadlines.

- Act as a focal point for reviewing the completeness of data reports with key monitoring and evaluation information.

- Organize security briefings, compile mandatory security certificates, support the radio room in maintaining an up-to-date security information database, including AIMS and Security SharePoint.


**Communications & Workflow**


- Facilitate communication and workflow within the organizational unit to enhance efficiency and timeliness of operations and outputs.

- Manage incoming and outgoing correspondence, emails, and telephone calls.

- Communicate routine and some non-routine information related to the team's work.

- Establish and maintain office filing and reference systems, both traditional and digital. Ensure the intranet/internet websites are up to date and accurate.


**Calendar/Meetings/Correspondence Management**


- Maintain the office calendar and arrange meetings.

- Take minutes of meetings, ensuring accuracy, attention to detail, and coherence.




- Support capacity development activities and conferences by making logistical arrangements, engaging with facilitators, caterers, and hosts.

- Arrange times by liaising with participants over availability.

- Liaise with budget focal points and section over costs and needs.

- Prepare background materials for participants and upload cleared materials on the intranet.

- Prepare and maintain agendas on meetings and events related to the work group commitments.




- Provide travel assistance to staff members in the section for travel arrangements and entitlements based on the organization's rules and policies.

- Liaise with relevant travel focal points to ensure the organization obtains the best service and price for all travel.

- Brief/debrief staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.

- Extract, input, maintain, and verify the correctness of travel records in the organization's travel system to ensure accurate transactions related to travel costs and staff travel.

- Assist in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.

- Monitor travel certification and report back to the team.


**Invoice Processing**


- Collect invoices and file documents for approval, and then process in VISION.

- Upload electronic files and verify results to the destination system.

- Respond to client transaction status and other inquiries.




- Support the management of administrative supplies, office equipment, and update inventory of items.

- Monitor and supervise the adequate and appropriate use of supplies. Ensure that services and maintenance of premises are in accordance with organizational standards.

- Arrange for the purchase and timely distribution of office supplies.




- Maintain and update a system that monitors the absence of staff.


Job Requirements:


To qualify as an advocate 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 5 years of relevant professional experience in administrative or clerical work. For this position, a bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience. A master’s degree may replace an additional two years.

- Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian, or Spanish) or a local language is an asset.


Submission Guideline:


UNICEF's active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable female candidates are encouraged to apply.


UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, facilitated by UNICEF, is required for IP positions. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees considered for employment with UNICEF are normally required to resign from their government position before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.


Only shortlisted candidates will be contacted and advance to the next stage of the selection process.


Applicants are requested to apply through the provided link: [Link to the Application Page]


Applications received via ACBAR jobs online portal will not be given consideration.


Submission Email:


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