Administrative Assistant

UN Children's Fund, Sarajevo, Bosnia-Herzegovina

Skill Required:, HR and Admin
Preferred Experience: 
3 to 10 Years
Closing Date for Applications: 
20th November, 2017


Job Description

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.

For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

Job organizational context:

UNICEF in BiH supports the achievement of the rights of children in four main areas: child protection; health and early childhood development; social protection; and education. The Operations Section provides support to programmes and leads the core role on internal controls and is thus responsible for administrative, human resource and financial management. Under the guidance and supervision of the Operations Manager, the Administrative Assistant is responsible for executing a broad variety of standardized administrative tasks for the respective section(s) requiring thorough knowledge of UNICEF administrative procedures, processes and policies.

How can you make a difference?

Summary of key functions/accountabilities:

  • Appropriate and consistent interpretation and effective implementation of administrative policy and instructions to support Operations
  • Technical assistance and support in promoting and coordinating cost effective and best practices in travel management
  • Effective and cost efficient events and conferences management
  • Property management, office equipment, vehicles
  • General Administrative Duties

Appropriate and consistent interpretation and effective implementation of administrative policy and instructions to support Operations

  • Provides practical input on implementation of administrative guidelines, in close coordination with Operations. Updates staff on administrative policies, instructions, rules and regulations. Briefs and assists arriving and departing staff on basic administrative procedures and requirements.
  • Contributes to recommendations on the improvement of internal controls systems considering the prevailing conditions in the locality.
  • Keeps supervisor abreast of potential problem areas, makes recommendations for follow-up actions, prepares reports and evaluations on general administrative or specialized tasks.

Technical assistance and support in promoting and coordinating cost effective and best practices in travel management.

  • Provides travel assistance to staff in section for travel arrangements and entitlements based on the organization’s rules and policies. Ensures 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, 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, staff travel and statements reconciliations.
  • Assists in the preparation of budgets on travel costs and maintains travel budgetary control records. Processes travel claims.

Effective and cost efficient events and conferences management

  • Provides support to the office with logistical arrangements related to training/workshops/conferences etc., through engaging with facilitators, caterers and hosts and identifying the most cost-efficient meeting venue options.
  • Liaises with budget focal points and section over costs and needs.
  • Prepares background materials for participants and uploads cleared materials in the intranet.
  • Prepares and maintains agendas on meeting and events related to the work group commitments.

Property management, office equipment, vehicles

  • Supports procurement/management of administrative supplies, office equipment and vehicles. Maintains inventory of office items.
  • Establishes an office supplies monitoring system. Ensures that services and maintenance of premises and equipment are in accordance with organizational standards.
  • Supervises office drivers by ensuring that clear workplans and fleet management system is in place.
  • Monitors and arrange for vehicle transportation, regular vehicle maintenance and insurance
  • Checks and record of vehicle daily log and fuel consumption

General Administrative Duties

  • Maintains admin related hard and electronic files, updates data bases ensuring timely and appropriate recording, safekeeping and disposal of information.
  • Provide general logistical support to visitors and individual contractors for services and physical space planning.

To qualify as a champion for every child you will have…

  • Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization
  • A minimum of five yearsof progressively responsible administrative or clerical work experience
  • Fluency in English and local languages is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

For every Child, you demonstrate…

Our core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results, as well as relevant functional competencies: Analyzing, Learning & Researching, Planning & Organizing and Following Instructions & Procedures.

To view our competency framework, please click here.

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.

For further details please contact Human Resources, UNICEF Office in Sarajevo, Ms. Marina Kadic at 387 33 293 606, mkadic@unicef.org

Source : https://www.unicef.org/about/employ/?job=508578


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