1. Purpose for the job.

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.

In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.

2. Summary of key functions and responsibilities:

1) 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.
2) 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.
3) 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.
4) 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.
5) General Administrative Duties

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


3. Required qualifications of the successful candidate:

Education: Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.

Professional experience: A minimum of 5 years of progressively responsible administrative or clerical work experience is required.

Language Requirements: Fluency in English and of the local language of the duty station is required. Working knowledge of another UN language would be an asset.