Administrative Assistant

United Nations Children's Fund

Santiago, Chile

Experience: 0 to 3 Years

Skill Required: HR and Admin

The Administrative Assistant is accountable for communications, and operational and secretarial support services to enhance the smooth running of the team and its workflow.
Under the supervision and guidance of the supervisor, the Administrative Assistant is responsible for executing a broad variety of routine tasks for the respective unit requiring full knowledge of UNICEF administrative procedures, processes and policies.
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 and keep the correspondence of the unit well
  • Organized.
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.
  • 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 maintains 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 processing in VISION.
  • 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:
  • Administrative Assistants at the GS-4 level typically report to a senior professional staff member or to a team leader; therefore, the scope of key results is limited to the organizational unit. The Administrative Assistant provides support in the application of established rules and procedures as well as in typical, non-specialized support work. Key performance indicators include the timely and accurate performance of assigned activities.
  • In terms of communication, they are accountable for the exchange of routine, and less frequently non-routine, information with counterparts within UNICEF. Routine exchange of information outside of the team includes arranging travel and/or procurement and information technology support.
To qualify as an advocate for every child you will have…
  • Completion of secondary education is required. Technical or university courses related to the field of work is an asset.
  • A minimum of 4 years of relevant administrative or clerical work experience is required.
  • Developing country work experience and/or familiarity with emergencies is considered an asset.
  • Fluency in Spanish is required.
  • A bachelor’s degree from a recognized academic institution in a field relevant to the position may be considered to compensate for three (3) years of experience in case the candidate lacks the required experience.