Summary
Date Posted: Wednesday, July 19 2023, Base Salary: Not Disclosed

JOB DETAILS:
Details
Mission and objectives
• UNICEF helps build a world where the rights of every child are fully realized. It is our conviction that nurturing and caring for children are the cornerstones of human progress. UNICEF was created in 1946 to work with others to overcome the obstacles that poverty, violence, disease and discrimination place in a child’s path. It has global authority to influence decision-makers, and a wide variety of partners at grassroots level to turn the most innovative ideas into reality. For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children’s survival, protection and development. The world’s largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and Governments.

Context
• The Administration Unit is under the Operations Section of UNICEF and is headed by an Administrative Officer with the support of an Administrative Associate and two Administrative Assistants. The Unit provides administrative support to over 100 UNICEF Country Office staff members and the current staffing in the Unit is not sufficient to meet daily demands from staff members. As such, the unit is in need of an Administrative Assistant to provide extra support.

Task description
Within the delegated authority and under the supervision of the Administration Officer or his designated mandated representative(s), the Administrative Assistant will perform the following tasks will: Support Travel and Logistics:
• Provide support to raise operations works orders e.g., vehicle maintenance, car hire, maintenance etc;
• As part of a team, ensure that all UNICEF vehicles are maintained on a regular basis and not exceeding 5000km between each service;
• Assist to conduct monthly vehicle inspections to ensure the UNICEF vehicles are stocked with the relevant equipment and are kept in clean condition;
• Assist in compiling Administration data on a timely basis for monthly reports (fuel and travel reports). Support Front Office/Reception:
• Ensure incoming mail is appropriately recorded and delivered to the respective sections;
• Assist with switchboard management;
• Assist to track hotel and conference booking invoices for payment management. Support Premises and Asset Management:
• Maintain office stationery: assist with maintaining stationery stock levels and advise re-orders as required against defined minimum stock level;
• Assist in updating all office asset registers to ensure that the information is updated and accurate;
• Assist in the preparation for Property Survey Board (PSB) submissions and subsequent disposal of approved items;
• Assist with asset management and asset count. Administration:
• Assist to manage invoice register for the units;
• Support in ensuring monthly, quarterly and yearly payments are made in good time. Ensure all operations invoices are paid within 30 days of receipt. Processes Measurement:
• As part of a team, regularly collect data to measure performance of the Administration team (on premises and asset management, carbon emissions);
• Perform any other tasks requested by the supervisor.

Requirements
Required experience
0 years of experience in Business Administration, Records Management, Office/Fleet Management;
• Strong skill set in excel and power point and presentation skills;
• Excellent oral and written skills; excellent drafting, formulation, reporting skills;
• Accuracy and professionalism in document production and editing;
• Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development;
• Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel;
• Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment;
• Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines;
• Sound security awareness.

Area(s) of expertise
Administration
Driving license
Languages
English, Level: Fluent, Desirable
Required education level
Bachelor degree or equivalent in Business Administration, Public Administration, Fleet Management, Office Management and or related fields.

Competencies and values
• Adaptability and Flexibility
• Commitment and Motivation
• Ethics and Values
• Integrity
• Respect for Diversity
• Working in Teams

Job Experience: No Requirements

Work Hours: 8

Experience in Months:

Level of Education: Bachelor Degree

Job application procedure
• Interested and qualified? Click here to apply

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