Purpose for the job
Join our team in executing a broad variety of procedural and specialized administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.
Key functions, accountabilities and related duties/tasks
- Provides travel assistance to the field office staff members 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.
- Supervises the drivers and ensure that a plan for vehicle maintenance/repairs is prepared and maintenances are timely and effectively conducted in liaison with the authorized mechanic workshop or service maintenance LTA holder.
- Consolidates the field office weekly road mission plans including assigning drivers/cars in a rationale and cost-effective manner and submits the consolidated plan to the CFO’s approval. Liaises with all program & operations sections to ensure that all relevant information is provided.
- Requests for rental cars with authorized service providers when needed, and according to the existing LTAs, and ensure that service contracts/work orders are issued before utilizations of rental cars.
- Monitors the transport related LTAs/Contracts, reviews the accuracy of all transport/fleet related invoices, certifies or ensures that certifications are obtained and initiates payment processes.
- Reviews leave requests/applications including R&R and SECTO forms and submits to the CO HR focal persons for subsequent reviews and approvals.
- Ensures timely and accurate recording of leaves in VISION or FIORI and escalates non-compliance issues to the supervisor and the Operations Manager/CFO. Seeks for assistance with HR when staff face challenges/bottleneck/technical issue in recording their leaves and absences.
- Records and maintains leaves/absences digital files, ensuring all necessary documentation are in place.
- Ensures the availability of timely, complete and accurate information and data for preparing section work plans and project management plans.
- Undertakes basic research and performs comparative analysis of project/programme related data.
- Monitors project implementation against established milestones and makes recommendations to improve performance.
- Helps ensure timely compliance with agreed deadlines.
- Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information.
- 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.
- Maintains office calendar and arranges meetings
- Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
- 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.
- 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.
- Maintains and updates a system which monitors the absence of staff.
- 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.
Qualification
- Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
- A minimum of 6[Six] years of relevant professional experience in administrative or clerical work experience is required.
- Developing country work experience and/or familiarity with emergency is considered an asset.
- Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.
How to Apply
Interested and qualified applicants can send their applications and a copy of non returnable CV with the necessary documents to the following Link Below
https://jobs.unicef.org/mob/cw/en-us/job/564303
