Administrative Associate

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Description

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The Administrative Associate (GS-6) will be accountable for both specialized and procedural communications, operational, and administrative support services within the Washington, DC office reporting to the office Director. The Washington Office supports UNICEF’s relationship with the US Government and the Washington, D.C.- based International Financial Institutions (IFIs), as part of HQ Public Partnership Division (PPD).

Under the supervision and guidance of the Director of the Washington DC Office, the Administrative Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes, and policies. Key functions of the incumbent are outlined below.

Budget Monitoring:

• Monitors budgets and financial expenditures of the section, 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.

Human Resources :

• Supports the onboarding of PPD personnel in the Washington, DC office.

Office Planning & Project Management:

• Ensures the availability of timely, complete, and accurate information and data for preparing section work plans and project management plans.
• Undertakes basic research and performs comparative analysis of project/ programme related data as pertains to US- and IFI-funded awards.
• Helps ensure timely compliance with agreed deadlines.
• Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information.

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.

Calendar/Meetings/Correspondence Management:

• Maintains office calendar and arranges meetings for the Director of the Washington office, senior UNICEF staff and visiting officials, including with high-level contacts within the U.S. Government and across multilateral institutions and other partners based in Washington, DC.
• Serves as coordinating focal point to arrange and support the visits of UNICEF senior representatives, including scheduling meetings, compiling relevant background material and supporting the development of a well-organized agenda and responsibility for all logistical aspects.
• Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.

 Events/Logistics:

• Supports capacity development activities and conferences by making logistical arrangements, through engaging with facilitators, caterers, and hosts.
• Coordinates with potential participants and partners on scheduling with regard to availability for proposed events and related logistics.
• 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.

• 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 reports back to the team.

Invoice Processing:

• Responsible for collecting invoices and filing documents for approval and 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.

To qualify as an advocate for every child you will have…

Minimum requirements:

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• For this position, a bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience.
•  A master’s degree may replace additional two years
• A minimum of 6 years of relevant administrative or clerical work experience is required. Experience supporting liaison with the US Government and/or the Washington, D.C. – based International Financial Institutions is desirable.

Source: https://jobs.unicef.org/cw/en-us/job/578422

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