Administrative Associate

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Description

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Under the supervision and guidance of the Administrative Officer (NO-A), the Administrative Associate is responsible for executing a broad variety of procedural and specialized administrative tasks requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

Summary of key functions/accountabilities: 

Within the delegated authority and under the given organizational set-up, the incumbent may be assigned the primary, shared, or contributory accountabilities for all or part of the following areas of major duties and key end-results:

Administration:

• Analyzes, maintains and provides overview of the work of the office to ensure timely administrative support is provided in general and specialized areas.
• Advises and assists other staff in the area of office management. Arranges for and/or attends meetings on day-to-day administrative matters; participates in discussions of new or revised procedures and practices; interprets and assesses the impact of changes; and makes recommendations for follow-up actions.
• Prepares, on own initiative, correspondence, reports, evaluations and justifications, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility.
• Assists in the preparation of office budgets applicable to staff and servicing costs.
• In addition to general administration responsibilities, may also supervise directly or indirectly, activities concerned with office and grounds maintenance, security, transport and similar services.
• Requisitions office supplies and equipment locally and abroad and arranges for control of distribution and maintenance of appropriate inventory records. Assists with the safe-keeping and annual physical inventory maintenance of records and implements PSB recommendations on replacement and disposal of expendable properties.
• Provides interpretation of administrative rules, regulations and procedures.

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.

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

Minimum requirements:

Education:

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.

Work Experience:

• A minimum of 6 years of relevant administrative or clerical work experience is required.

Language Requirements:

• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Source: https://jobs.unicef.org/cw/en-us/job/574993

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