Administrative Assistant – UN Job Vacancy Ethiopia 2019

Posted on: Tuesday May 7 , 7:11 PM , 2019
Posted in:

Job/Task Description

Job no: 521909
Work type: Fixed Term Appointment
Location: Ethiopia
Categories: Human Resources, Support: Operations, G-5



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, [insert tagline]

[Include information about the country/specific programme. Ideally include a link to a video]

How can you make a difference?



The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

Job organizational context:

The Generic Job Profile for the Administrative Assistant at the G-5 level can be used in Gambella Field office, as the administrative focal point for the field office.  The Administrative Assistant is accountable for procedural and some specialized communications, operational and administrative support services.

The incumbent has to manage the day to day administrative functions of the office. He/she is responsible for fleet management, cash management, asset management and managing guest missions.

Purpose for the job:

Under the supervision and guidance of Operations Officer based in Gambella, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the field office, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.

For every Child, you demonstrate…

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

The competencies required for this post are….

View our competency framework at http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

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.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

Budget Monitoring 

  • Monitors budgets and financial expenditures of field office, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
  • 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 project/programme implementation.
  • Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.
  • Managing the field office petty cash, record properly and submitting documents for replenishment on time.
  • Managing guest house budget, collect guest house collections and deposit to UNICEF bank account in line with guest house policy.

Human Resources

  • Manage write test when candidates have write exam by providing Laptop and submitting to HR on time
  • 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.
  • Briefing staffs about staff entitlement and assisting them on submission of documents to GSSC.

Procurement

 Submitting asset procurement request to supply section and follow -up its progress.

  • 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 TOR’s in VISION, and making necessary logistical arrangements.
  • Maintains up-to-date vendor lists, partners, and consultant rosters.

 

Communications & Workflow

  • 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.

 

Well-maintained IT system / equipment for Assosa field office

  • Ensure regular connectivity of net – work in the office and accessibility for all staffs.
  • Supervise regularly repair and maintenance of net -work, and office IT equipment and server.

Remarks:

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

  • Liaise with UNICEF AA IT section for support.
  • Ensure Assosa field office IT equipment are regularly upgraded in line with UNICEF AA guidance.
  • Update staff on rules and regulation for use of UNICEF IT equipment and connections

 Calendar/Meetings/Correspondence Management 

  • Maintains office calendar and arranges meetings
  • Takes minutes of meetings, ensuring accuracy, attention to detail and coherence. 

Events/Logistics 

  • 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.
  • 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.

 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.

Attendance

 Maintains and updates a system which monitors the absence of staff.

How to Apply

Deadline: May 20, 2019

Apply online through >>> UNICEF Job Application System

For more UN Job Vacancy >>> Latest UN Job Vacancy Ethiopia