Administrative Associate, GS6, (Dori, Kaya, Fada), Burkina Faso
Job Number: 525694 | Vacancy Link
Locations: Africa: Burkina Faso
Work Type : Fixed Term Appointment, Temporary Appointment
UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.
Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.
And we never give up.
For every child, a Champion
Under the supervision and guidance of the supervisor, the Administrative Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective field office requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.
How can you make a difference?
Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR.
Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TORâ€™s in VISION, and making necessary logistical arrangements.
Maintains up-to-date vendor lists, partners, and consultant rosters.
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.
Maintains office calendar and arranges meetings
Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
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.
Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organizationâ€™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.Â
Extracts, inputs, maintains, and verifies correctness of travel records in the organizationâ€™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.
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.
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.
Maintains and updates a system which monitors the absence of staff.
To qualify as a champion for every child you will have…
Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work, such as Public Administration, business, social studies.
A minimum of 6 years of relevant administrative or clerical work experience is required.
Familiarity with emergency preparedness and response is considered as an asset.
Fluency in French and english is required.
For every Child, you demonstrate…
UNICEF’s core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.
View our competency framework at http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf
UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.
UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
Only shortlisted candidates will be contacted and advance to the next stage of the selection process
Closing Date Sat Aug 31 2019 00:55:00 GMT+0100 (Afr. centrale Ouest)