Job no: 536308
Contract type: Fixed Term Appointment
Categories: Finance and Administration, G-5
I. Organizational Context and Purpose for the job
As WCARO and the Senegal Country Office moved into shared premises in March 2016, the two offices intend to establish a Common Services Unit (CSU) in Operations (HR, Supply/Procurement, Administration/Travel, Finance/Budget, and ICT).This new structure will be created within the structure of the Senegal Country Office, where staff handling the local Operations of WCARO and those in the Operations section of the Senegal CO will form and be part of a CSU that will serve both offices in all areas of Operations.
II Purpose for the job:
Under the supervision and guidance of the Administrative Officer, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.
III. Key functions, accountabilities and related duties/tasks
Budget Monitoring (specialized)
- Monitors budgets and financial expenditures of Operations 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.
- Evaluates purchasing needs and reflects them on the annual procurement plan
- Creates requisitions for contract establishment /renewals ensuring renewals are done at least 3 months in advance
- Assists in the creation/purchase of low value items (<$10,000) for the sections with the establishment of a service voucher where necessary
- 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 TOR’s in VISION, and making necessary logistical arrangements.
- Creates and maintains up-to-date vendor lists, partners, and consultant rosters.
- Helps ensure the office building is well managed and always functional
- Assists in coordinating office repairs and maintenance
- Takes minutes of meetings, ensuring accuracy, attention to detail and coherence
- Drafts administrative correspondence
- Ensures dispatching of office mail is done to the appropriate section
- Makes arrangement for the purchase of office supplies, ICT and office small equipment required for meetings/conferences
- Provides travel assistance to staff members in section (especially drivers) 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.
- 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 and sends proof of payment when necessary
- Ensures that all documentation is complete, all certifications are obtained, and enough funds are available for payments
- Creates fund commitments and monitors its use ensuring sufficient balances are available for invoice processing
- Monitor and bill staff for personal use of mobile phones as per UNICEF policies
- Provide monthly analysis reports on personal consumption of Staff with respect to their approved limits
- Reconciles vendor accounts/payments to ensure duplications and late payments are avoided
- Monitors vendor payments by keeping a log of payments and invoice receipt dates
- 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 including business cards
- Assists with fleet management when necessary (assigning vehicles, coordinating repairs and maintenance, etc.)
- Maintains and updates a system which monitors the absence of staff within the administration unit
IV. Competencies and level of proficiency required (based on UNICEF Professional Competency Profiles)
- Demonstrates Self Awareness and Ethical Awareness (1)
- Works Collaboratively with others (1)
- Builds and Maintains Partnerships (1)
- Innovates and Embraces Change (1)
- Thinks and Acts Strategically (1)
- Drive to achieve impactful results (1)
- Manages ambiguity and complexity (1)
- Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
- Thorough knowledge of UNICEF administrative policies and procedures.
- Organizational, planning and prioritizing skills and abilities.
- 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 and to provide guidance to more junior support staff
VII. Recruitment Qualifications
Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
A minimum of 5 years of relevant administrative or clerical work experience is required.
Fluency in French and working knowledge of English is required. Knowledge of another UN language or local language of the duty station is considered as an asset.
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 be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.
Advertised: Greenwich Standard Time
Deadline: Greenwich Standard Time