Deadline: 30 November, 2021

Location: Jijiga, Ethiopia

United Nations International Children’s Emergency Fund (UNICEF) has opened applications for the role of Administrative Assistant.

Across 190 countries and territories, UNICEF works for every child, everywhere, every day, to build a better world for everyone.

Responsibilities

• Follow up on the office maintenance to ensure office functionality
• Ensure maintenance, repair of office and guesthouse furniture and equipment as well as UNICEF premises
• Manage the office lease and ancillary agreements and advise on contract extension before end of contact
• Manage the relation of UNICEF suppliers, i.e., landlords, ancillary companies, municipality, electricity and ethno-telecommunication companies, ensuring regular and reliable supply of office utilities
• Ensure the availability of the office stationery and cleaning materials and other supplies with timely replenishment
• Maintain up-to-date inventory of all UNICEF expendable and non-expendable properties and prepare annual inventory reports for the office
• Ensure proper utilisation of UNICEF property, prepare and support the local PSB for subsequent disposal of any office equipment and others as per stipulated procedures
• Distribute laptops and other necessary equipment to designated staff by replacing the obsolete laptops according to user acceptance
• Facilitate the processing of contracts for consultants and external partners that provide a service to the section.
• Maintain up-to-date vendor lists, partners, and consultant rosters
• Facilitate the communications and workflow of the organisational unit
• Manage incoming and outgoing correspondence, e-mails and telephone calls
• Communicate routine and some non-routine information pertaining to the work of the team
• Establish and maintain the office filing and reference systems, both traditional and digital; and ensure the inter/intra-net websites are up-to-date and accurate
• Maintain office calendar and arrange meetings
• Take minutes of meetings, ensuring accuracy, attention to detail and coherence
• Support capacity development activities and conferences by making the logistical arrangements through engaging with facilitators, caterers and hosts
• Arrange times through liaising with participants over availability
• Liaise with budget focal points and section over costs and needs
• Prepare background materials for participants and upload cleared materials to the intranet
• Prepare and maintain agendas on meetings and events related to the work group commitments
• Provide travel assistance to staff members in section for travel arrangements and entitlements based on the organisation’s rules and policies
• Liaise with relevant travel focal points to ensure that the organisation obtains the best service and price for all travel

Requirements

• Secondary school education, preferably supplemented with technical or university courses related to the job
• Five years, minimum, of relevant administrative or clerical work experience
• Fluency in English
• Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language will be a plus

To apply and for more information, click here.

Photo source: UNICEF