Administrative Assistant

UN Children's Fund, Malawi

Skill Required:, HR and Admin
Preferred Experience: 
5 years
Closing Date for Applications: 
21st September, 2018


Job Description

UNICEF works in some of the world's toughest places, to reach the world's most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, hope:

UNICEF Malawi Country Programme (2019-2023) is aligned with the Government of Malawi's Growth and Development Strategy (MDGS III) and the United Nations Development Assistance Framework (UNDAF). The programme supports the Government of Malawi to meet its commitment to respect, protect and fulfil children's rights in line with international conventions and standards. The country programme is guided by the principles of children's rights, equity, gender equality, inclusion and resilience, and supports evidence-based, integrative and innovative programming. The vision is that ‘all girls and boys in Malawi, especially the most disadvantaged and deprived, realize their rights’. The programme focuses on: early childhood (parenting, high-impact social services, early stimulation and learning), middle childhood and adolescence (learning, multi-sectoral services, active citizenship), communities (decentralized services and systems, community ownership, social norms), programme effectiveness (monitoring, evaluation, HACT, Innovation, Social Protection and Social Policy and External Communication. The programme is based on ‘leaving no child behind’, realizing rights for all children in Malawi’.

How can you make a difference?

The Administrative Assistant will work under the supervision of Administrative Officer and 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.
Summary of key functions/accountabilities:

TRAVEL

  • Provides back up travel assistance to staff 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, 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.

INVOICE PROCESSING

  • Responsible for receiving invoices, verifying and obtaining payment approvals and submit for processing.
  • Follow up on the payment process.
  • Respond to client transaction status and other inquiries.

CONTRACTING OF CONSULTANTS OR OTHER SERVICE PROVIDERS

  • Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading documents in vision and making necessary logistical arrangements.
  • Keeps vendor lists, partners, and consultant rosters up-to-date.
  • Arrange for the purchase and timely distribution of office supplies.

EVENTS AND CONFERENCES

  • 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 in the intranet.
  • Prepares and maintains agendas on meeting and events related to the work group commitments.

PROPERTY MANAGEMENT, OFFICE EQUIPMENT, VEHICLES

  • Supports management of administrative supplies, office equipment and vehicle fuel, updating inventory of items.
  • Monitors adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.

GENERAL ADMINISTRATIVE DUTIES

  • Maintain hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information.
  • Maintain attendance records / act as a leave focal point.
  • Monitor the utilization of all financial input requisitions and report to the supervisor for necessary adjustments (over-utilization, shortage of funds, etc.)

To qualify as an advocate for every child you will have:

  • A completed secondary education, preferably supplemented by technical or university courses related to the field of work.
  • A minimum of five years of progressively responsible administrative or clerical work experience is required.
  • Fluency in English and a local language is required.

For every Child, you demonstratea:

UNICEF's core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.

The functional competencies required for this post are:

  • Analyzing (II)
  • Learning and Researching (II)
  • Planning and organizing (II)
  • Following Instructions and Procedures (II)

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

Source:https://www.unicef.org/about/employ/?job=515604


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