Administrative Assistant at UNICEF

Administrative Assistant

Employer: UNICEF

Employment: Full-Time | Permanent

Place of Work: Nekemte - Ethiopia

Posted date: 1 month ago

Deadline: Submition 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.