Administrative Associate

Under the supervision and guidance of the Chief Field Office in Kiribati, 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:

Budget Monitoring:

• Monitors budgets and financial expenditures for administration and operation of the office, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
• Provides support on operation 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 operations, such as registering grant allotments and tracking expiring grants.

Communications & Workflow:

• Facilitates the communications and workflow of the office 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 to the team pertaining to the work of the office.
• 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.

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.
• Liaises with budget focal points and section over costs and needs.
• 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.
• Facilitates the processing of customs clearance and brokerage services for items, supplies and equipment procured offshore for the operations of the office.
• Maintains up-to-date vendor and contractors lists.

Attendance:

• Maintains and updates a system which monitors staff attendance and punctuality.
• If you would like to know more about this position, please review the complete Job Description here [Download File GJP- Administrative Associate G6.pdf].

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 the local language is an asset.

Skills & Desirables:

• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
• In-depth knowledge of UNICEF organizational structure, administrative policies and procedures is an asset.
• Organizational, planning and prioritizing skills and abilities is desired.
• Ability to deal patiently and tactfully with visitors.
• High sense of confidentiality, initiative and good judgment.
• Ability to work effectively with people of different national and cultural background.
• Ability to work in a team environment to achieve common goals.
• Demonstrated experience providing guidance and supervision to junior support staff is an asset.
• Developing country work experience and/or familiarity with emergencies.

Source: https://jobs.unicef.org/cw/en-us/job/577257