Management of office property and office consumables
Maintain a record of all office property and ensure they are properly tagged and ensure the tracking system is in place and updated on a regular basis upon authorized movement.
Create a room list of all assets provided to each staff/office and ensure every staff signed for the assets in their custody.
Conduct at least 2 physical counts yearly (a mid-year and year-end) of PP&E, perform appropriate Vision-related transactions where required, and generate and submit reports.
Identify office property items due for disposal by the Property Survey Board (PSB) and generate a matrix for further action by the Supervisor and the management.
Assist in implementing PSB decisions.
Manage office consumables efficiently; create bin cards for each consumable, update bin cards, and established the reorder level for each consumable. Document all deliveries and receipts. Order consumables based on the reorder level and at no time should there be stock out. Produce the monthly consumption reports.
Carry out the quarterly count of consumable stocks and proceed with reconciliation of counts data with database records.
Identify and effect required repairs and maintenance of office premises, equipment, fittings, and fixtures.
Ensure a clean work environment including the surroundings, on a daily basis.
Maintain Monthly Attendance sheet/reconcile leave record for the sub office and submit signed copy of monthly attendance sheet to HR not later than end of first week of every month. Maintain records of SECTO exercised by staff in the Sub Office.
Any other Admin-related activities and any HR activities as instructed by the supervisor.
Creation of Requisitions and Payment Processing and Other related activities
Responsible to raise requisitions for procurement requiring requisitions as they relate to Operations sections or for office use and providing assistance to program sections in raising requisitions when required.
In line with UNICEF procedures and rules, initiate all payments related to Operations sections and ensure supporting documents are consistent; provide assistance when needed for payments related to program sections.
Raise Fund Commitments (FCs) and services/supply/consumable requisitions in Vision (ERP System).
Generates open commitments reports for review and ensures closure of obligations that have been consumed.
Receive approved requests for vendor registrations, fill out the required form and send it to Master Data Management (MDM) in Juba for onward submission to Global Shared Service Centre (GSSC) in Budapest, Hungary.
Finance related function and activities
Responsible for the management of the petty cash and disbursing funds from the petty cash only against approved requests and within the petty cash limit (within 24 hours of receipt of requests). Comply with the rules on petty cash management and ensure to disburse cash only for eligible expenses.
Ensure petty cash is replenished as soon as possible and that there is always sufficient petty cash for minor operational expenses. Submit petty cash documents, including the certificate of cash counts to the finance Juba for petty cash replenishment.
Maintain accurate petty cash records and ensure that petty cash vouchers and cash are kept in the cash till and that the cash till is kept in the safe at the end of each day.
Liquidate and submit liquidation to Finance Juba for onward submission to Global Shared Service Center (GSSC) in Budapest, Hungary.
Specific Administrative Tasks and Travel Management
Perform travel admin functions of Travel Authorization (TA), including checking for and effecting required corrections, posting and following up on certification as well as updating certified TAs as per approvals.
Follow up open TA report and inform individuals with open TAs over 05 days and share with the Operations officers for appropriate further action.
Certify and Close TAs in VISION for drivers and other operations staff members who do not have Vision rights
Maintain Guesthouse booking system
Manage day to day fleet/vehicle movement in collaboration with CFO and programme officers
Ensure vehicles and boats are well maintained and MOSS compliant for programmatic visits and other operation functions.
Reporting Activities and Filing System
Maintain accurate and adequate filing of all Admin/HR and Finance documents for verification and audit purpose.
Ensure IN/OUT emails/correspondences/pouch are registered in the registry log and dispatch outgoing mails/pouch via UNHAS.
Prepare reports of activities of Sitrep on a monthly basis or when required and contribute with input to the office global reporting activities.
UNICEF Guest house and compound management
Maintain accurate and updated information on the guest house booking portal with WFP humanitarian booking.
Timely respond to guesthouse booking inquiries and avoid over-booking.
Ensure that the guests are communicated the guest house use policy and rules set at local level.
Complete the invoicing and payment receipts for guests.
Compile monthly guest house cash account and submit to Bor and Juba for transfer of funds to Bor cost center
Maintain and organize the guest house to acceptable living standards
Address any issues or complaints for the guests and UNMISS.
Keep the inventory accurately managed for the guest house units and tents.
Supervision of casual staff (Cleaners and gardeners) and cascade issues to vendors
Follow-up and ensure all local MOUs are maintained and responsibilities of parties respected.
To qualify as an advocate for every child you will have…
MINIMUM QUALIFICATIONS AND COMPETENCIES
Education:
Completion of secondary education.
Technical or university courses related to administration or accounting will be an asset.
Work Experience:
Five (5) years of progressively responsible administrative or clerical work experience.
Understanding of development and humanitarian work in an emergency is an advantage
Language Proficiency
Fluency in English is required. Knowledge of another official UN language or
local language of the duty station is considered as an asset.
