The Administrative Assistant will support the work of both the Risk Management Unit (50%) and the HQ Efficiencies Initiative Project Team (50%). Under the supervision and guidance of the Chief Risk Officer and the HQEI Project Team Lead, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective teams, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.
Key functions, accountabilities and related duties/tasks:
Budget Monitoring:
Liaises with an OED administrative associate to monitor budgets and financial expenditures, and assist in budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
Human Resources
Liaises with the OED administrative associate and DHR Business Partner to assist in efficient recruitment.
Procurement
Facilitates the processing of contracts for consultants that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements.
Communications & Workflow :
Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
Manages incoming and outgoing correspondence, e-mails and telephone calls.
Communicates routine and some non-routine information pertaining to the work of the team.
Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate.
Calendar/Meetings/Correspondence Management:
Maintains office calendar and arranges meetings
Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
Events/Logistics:
Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
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 on the intranet.
Prepares and maintains agendas on meetings and events related to the work group commitments.
Travel:
Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures, following consultation with travel focal points.
Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
Monitors travel certification and report back to the team.
Invoice Processing:
Responsible for collecting invoices and filing documents for approval and, thereafter facilitating processing in VISION.
In cooperation with administrative focal point, uploads electronic files and verifies results to destination system.
Responds to client transaction status and other inquiries.
Supplies/Equipment:
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.
Arranges for the purchase and timely distribution of office supplies.
Attendance:
Maintains and updates a system which monitors the absence of staff.
To qualify as an advocate for every child you will have…
Completed a secondary education, preferably supplemented by technical or university courses related to the field of work.
A minimum of 5 years of relevant administrative or clerical work experience.
Fluency in English. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.
