Administrative Assistant at UNICEF
Position Title: Administrative Assistant
Employer: UNICEF
Employment: Full-Time | Permanent
Place of Work: Nekemte - Ethiopia
Posted date: 9 months ago
Deadline: Submission date is over
Key functions, accountabilities, and related duties/tasks
1. Asset/Supplies/Equipment
- Supports management of administrative supplies, office equipment, and updating inventory of items.
- Ensures that services and maintenance of premises are in accordance with organizational standards.
- Monitors and supervises adequate and appropriate use of Asset/supplies.
- Arranges for the purchase and timely distribution of office supplies and maintaining office equipment.
- Ensures that services and maintenance of premises and equipment are in accordance with organizational standards.
- Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques. • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Manage all fleets assigned for the out-post office and supervise drivers of the outpost office.
2. Procurement/Invoice processing
- Facilitates the processing of low value PO for procurement of service and goods. This includes preparing and filing documents, completing necessary forms and templates, and making necessary logistical arrangements.
- Maintains up-to-date vendor lists, partners, and consultant rosters.
- Process of payment 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.
3. 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.
4. Calendar/Meetings/Correspondence Management
- Maintains office calendar and arranges meetings.
- Takes minutes of Ops meetings, ensuring accuracy, attention to detail and coherence.
5. Events/Logistics
- Supports the logistical arrangements, through engaging with facilitators, caterers, and hosts.
- Arranges times through liaising with participants over availability.
- Liaises with budget focal points (Ops) and section over costs and needs.
- Prepares and maintains agendas on meetings and events related to the work group commitments.
6. Reporting
- The Administrative Assistant will directly report to Senior Administrative and finance Associate.
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 Five (5) years of relevant administrative or clerical work experience is required.
*** A first level university degree (Bachelor's) in a related field will be considered in lieu of two (2) years of required related work experience.
***An advanced university degree (Master’s) in a related field with no experience will be considered in lieu of the required related work experience.
Skills:
- Training and experience using MS Word, Excel, and PowerPoint.
- knowledge of integrated management information systems required.
- Ability to deal patiently and tactfully with visitors.
- High sense of confidentiality, initiative, and good judgment.
Language Requirements:
- Fluency in English is required.
- Knowledge of another official UN language (French, Spanish, Arabic and Russian), Oromiffa and Amharic as a local language is an asset.
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