Deadline: 01 September, 2022

Location: Ethiopia

The United Nations International Children’s Emergency Fund (UNICEF) is seeking applications from eligible applicants for the post of Administrative Assistant.

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

Responsibilities

• Facilitate the processing of contracts for consultants and external partners that provide a service to the office
• Maintain up-to-date vendor lists, partners, and consultant rosters
• Facilitate the communications and workflow of the organisational unit to enhance the efficiency and timeliness of operations and outputs
• Manage incoming and outgoing correspondence, e-mails, and telephone calls
• Maintain office calendar and arrange meetings
• Take minutes of meetings, ensuring accuracy, attention to detail, and coherence
• Support the logistical arrangements through engaging with facilitators, caterers, and hosts
• Liaise with budget focal points and section over costs and needs
• Prepare and maintain agendas for meetings and events related to the work group commitments
• Arrange travel and accommodation
• Liaise with relevant travel focal points to ensure that the organisation obtains the best service and price for all travels
• Brief/de-brief staff members on issues related to administrative matters such as security clearance, and documentation procedures
• Extract, input, maintain, and verify the correctness of travel records in the organisation’s travel system
• Assist in the preparation of budgets on travel costs and maintain travel plan and budgetary control records
• Monitor travel and report back to the team
• Collect invoices and file documents for approval and processing
• Respond to client transaction status and other enquiries
• Manage petty cash
• Support management of administrative supplies, and office equipment, and update inventory
• Ensure that services and maintenance of premises are by organisational standards
• Arrange for the purchase and timely distribution of office supplies
• Ensure operation of equipment by completing preventive maintenance requirements
• Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and placing and expediting orders for supplies
• Manage ancillary staff
• Maintain computer and manual filing systems

Requirements

• Secondary school education, preferably supplemented with technical or university courses related to Business, Supply, Administration, or a related area
• Five years, minimum, of relevant administrative or clerical work experience
• UN/UNICEF experience is an asset
• Training and experience using MS Word, Excel, PowerPoint, and other UNICEF software such as SharePoint
• Knowledge of integrated management information systems
• Organisational, planning, and prioritising skills and abilities
• Ability to deal patiently and tactfully with internal and external counterparts
• High sense of confidentiality, initiative, and good judgment
• Ability to work effectively with people of different national and cultural backgrounds
• Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff

To apply and for more information, click here.

Photo source: UNICEF