Country: Kyrgyzstan
Closing date: 27 Dec 2017
UNICEF works in 190 countries and territories to protect the rights of every child. UNICEF has spent 70 years working to improve the lives of children and their families. Defending children's rights throughout their lives requires a global presence, aiming to produce results and understand their effects. UNICEF believes all children have a right to survive, thrive and fulfill their potential – to the benefit of a better world.
Purpose for the job
The Administrative Assistant is responsible for executing a broad variety of standardized administrative tasks for the respective section(s) requiring thorough knowledge of UNICEF administrative procedures, processes and policies.
In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.
Summary of key functions/accountabilities:
1. Appropriate and consistent interpretation and effective implementation of administrative policy and instructions to support Operations:
Provides practical input on implementation of administrative guidelines, in close coordination with Operations. Updates staff on administrative policies, instructions, rules and regulations. Briefs and assists arriving and departing staff on basic administrative procedures and requirements.
Contributes to recommendations on the improvement of internal controls systems considering the prevailing conditions in the locality.
2. Technical assistance and support in promoting and coordinating cost effective and best practices in travel management:
Provides travel assistance to staff in section for travel arrangements and entitlements based on the organization’s rules and policies. Ensures 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, 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, staff travel and statements reconciliations.
Assists in the preparation of budgets on travel costs and maintains travel budgetary control records. Processes travel claims.
3. Effective and cost efficient events and conferences management:
4. Property management, office equipment, vehicles:
Supports procurement/management of administrative supplies, office equipment and vehicles. Maintains inventory of office items
Establishes an office supplies monitoring system. Ensures that services and maintenance of premises and equipment are in accordance with organizational standards.
Checks and record of vehicle daily log and fuel consumption
5. General Administrative Duties:
Maintains admin related hard and electronic files, updates data bases ensuring timely and appropriate recording, safekeeping and disposal of information.
Provide general logistical support to visitors and individual contractors for services and physical space planning.
Competencies and level of proficiency required:
Core Values
Core competencies
Functional Competencies:
Recruitment Qualifications:
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.
How to apply:
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization. To apply, click on the following link http://www.unicef.org/about/employ/?job=509521