Under the supervision and guidance of the Director, the Administrative Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the office requiring in-depth knowledge of UNICEF administrative procedures, processes and policies. The Administrative Associate acts as a focal point for administration (procurement of goods and services, travel, security and business continuity, property management and office management) and is accountable for ensuring efficient and cost effective administrative support as well as supporting staff in office administrative assignments. The Administrative Associate also acts as Human Resources focal point, the ICT focal point and is the office budget and finance focal point. The Administrative Associate ensures the office’s administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations.
Key functions, accountabilities and related duties/tasks:
Budget Monitoring:
Monitors budgets and financial expenditures of the office, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
Recommends and prepares estimates on office premises, supplies and equipment requirements for budget preparation purposes.
Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
Prepares and maintains records, documents and control plans for the budget monitoring of activities.
Ensures resources are adequately allocated in the systems to reflect management decisions on expenditure and activities. Advises on measures to ensure all funding is appropriately committed and spent.
Processes invoices for all office-related goods and services and submits them to the Global Shared Service Centre (GSSC) for payment (Service Gateway) after ensuring certification and approval processes.
Human Resources:
Drafts vacancy announcements for positions within his/her office for review by supervisor to help attract ideal candidates.
Ensures timely and efficient screening of applications for minimum eligibility, taking into account qualifications, competencies, and post requirements.
Liaises with candidates in the various stages of the recruitment process.
Coordinates the scheduling of interviews and technical assessments.
Records and maintains recruitment files, ensuring all necessary documentation has been prepared.
Monitors life-cycle of recruitment process to update supervisor as necessary.
Supports staff on-boarding and liaison with Government of Belgium for resident cards for international staff.
Procurement:
Guides managers in the process of contracting vendors and suppliers for goods and services line with the policies and guidance issued by supply division and the Division of Human Resources.
Facilitates the processing of contracts for consultants and external partners that provide a service to the office. This includes preparing and filing documents, completing necessary forms and templates, uploading terms of references (TORs) in the organization’s enterprise resource planning system (VISION), and making necessary logistical arrangements.
Raises purchase requisitions and purchase orders in VISION for goods and services
Maintains up-to-date vendor lists, partners, and consultant rosters.
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 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 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.
Ensures that services and maintenance of premises are in accordance with organizational standards.
Attendance:
Maintains and updates a system which monitors the absence of staff.
Assists staff in correcting attendance records.
Administrative support and services:
Assists the Director in the establishment and maintenance of security arrangements and related administrative services; acts as security focal point.
Undertakes delivery and improvement in administrative support and office services including space management, equipment, conference and travel arrangements, document reproduction, mail and delivery services, local procurement and bill payments of utilities.
Supports the Inter-Agency approaches for enhancing UN common services to attain efficiencies and effectiveness.
Helps negotiate and administer matters relating to office premises, utilities and services with vendors and agencies.
Acts as administrator for the organization’s enterprise resource planning system (vision) to assign required accesses and roles to users (IRC administrator)
Acts as focal point for Organizational Resilience Management Systems (ORMS) and Business Continuity (BCP)
Acts as administrator to maintain table of authority and approving/certifying officer lists in systems (VISA administrator)
Acts as focal point for the office Environmental Footprint and Accessibility Assessment (EFAAT) and completes the annual reporting exercise for the office
Acts as travel administrator (TRAA): verifies and approves travel authorizations raised by the executive assistant and posts them for payment.
Acts as ICT focal point: supports users with local helpdesk, liaises with ICT Geneva for more substantive issues, prepares ICT equipment for new staff.
To qualify as an advocate for every child you will have…
Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
A minimum of 6 years of relevant relevant administrative or clerical work is required with experience in office management, administration, finance, accounting, ICT, human resources, supply or any other relevant function.
Fluency in English and French is required. Knowledge of Dutch or another official UN language (Arabic, Chinese, Russian or Spanish) is an asset.
