Administrative Assistant

UN Children's Fund, Denmark

Skill Required:, Finance and Accounts
Preferred Experience: 
5 years
Closing Date for Applications: 
3rd March, 2020


Job Description

This position is located in the Operational Analysis & Technology Centre (OATC) in UNICEF Supply Division. Under the general supervision of the Chief of OATC, the Administrative Assistant provides administrative and budget support to the Chief and to the Centre. Key responsibilities are:

MAIN DUTIES/RESPONSIBILITIES:

  • Acts as the Focal Point for all budgetary and purchasing activities. This includes drafting of the annual OATC budget plan (for all IT equipment, software and services requirements), ensuring that sufficient funds are earmarked for key activities and monitoring overall expenditure in SAP. Ensures the timely renewal of service/maintenance agreements and follows-up on all procurement processes from requisition to final payment. Prepares all ad hoc SAP & Excel budget reports.
  • Creates Purchase Orders in SAP, to procure items against Long Term Agreements. Creates requisitions, funds commitments and low-value Purchase Orders. Assist other centers as back-up for procurement related activities as and when needed.
  • Provides reporting and analysis of OATC budget and financial performance to the Chief and prepares status reporting for operations and projects using predefined formats.
  • Assigns bar-code numbers and requests Asset Master Records (AMR) from the Administrative Unit for OATC’s attractive items & assets. Updates the OATC barcode/AMR spreadsheet, ensuring that status is updated, e.g. prior/subsequent to Property Survey Board (PSB) submissions. Participates in meetings & acts as SME/resource person for Asset Management, including staying updated with current relevant policies. Prepares documents for OATC’s PSB submissions & presents OATC’s cases to the PSB committee. Keeps a record of all leased laptops and oversight of expenditure for leased equipment.
  • Performs administrative tasks for the OATC; which includes, drafting memos and letters for the centre chief, translating documents, organizing IT official travels, attendance focal point, follows-up with supervisor and staff with relation to Performance Evaluations and maintaining OATC’s official files and electronic records.
  • Acts as Procedures Focal Point, takes the lead in and follows-up on the drafting of division and centre procedures originating in OATC. Reviews all draft procedures prepared by other centres with a view to identify which will impact on/be of direct relevance to the centre. Presents to and obtains feedback/approval from Chief, OATC of all such relevant draft procedures.
  • Acts as Training Focal Point, responsible for compiling and preparing training proposals including first aid refresher courses. Liaise with Training Unit to ensure that approved training events take place.
  • Acts as Floor Warden for OATC – Assist with evacuating OATC staff members in emergencies which makes evacuation necessary. Liaises with the Admin Unit to ensure that OATC’s emergency contact information is up to date.
  • Acts as OATC’s well being champion - is an inspirational voice about staff well-being and work/life balance. Drive well-being initiatives in the centre and represent staff feed-back, concerns and interest in this area to the Centre chief. Coordinates & organizes OATC’s meetings & special events.

To qualify as a Champion for every Child you will have…

Required:

  • Completion of secondary education
  • Diploma from a commercial college or equivalent
  • Minimum five years in a progressively independent administrative/ budget control position, preferably in an Information Technology or a Finance & Accounting environment
  • Proficiency in Word and Excel
  • Fluency in English

Source:https://www.unicef.org/about/employ/?job=529979


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