9 Aug 2022

Administrative Assistant,(G-5) at UNICEF

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Job Description


Job no: 553319
Contract type: Temporary Appointment
Duty Station: Dar-es-Salaam
Level: G-5
Location: United Republic of Tanzania
Categories: Administration

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, support

To assist in the application of TCO operations policy and procedures and timely implement support operations Dar es Salaam and contributes to recommendations on the improvements of internal controls systems considering the prevailing conditions. Under the direct supervision of the Administrative Officer, the Administrative Assistant is responsible for executing a broad variety of standardized administrative tasks 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. At the GS-5 level, the below tasks are expected to be carried out with a high level of independence

How can you make a difference?

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 administrative officer and colleagues.
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.
Keeps supervisor abreast of potential problem areas, makes recommendations for follow-up actions, prepares reports and evaluations on general administrative or specialized tasks.
Technical assistance and support in promoting and coordinating cost effective and best practices in Admin management.
Daily briefings for premises and equipment security and safety briefings with the security guard supervisor.
Quarterly preventive maintenance of office equipment
Assists in the preparation of budgets on travel costs and maintains travel budgetary control records.
Daily briefings for premises and equipment security and safety briefings with the security guard supervisor.
Weekly office inspection and identification of furniture, equipment and fixture for repair
Quarterly inspection of office properties and identification of items for disposal or replacement.
Effective and cost-efficient events and conferences management
Provides support to the office with logistical arrangements related to training/workshops/conferences etc., through engaging with LTA holders, facilitators, caterers and hosts and identifying the most cost-efficient meeting venue options.
Liaises with budget focal points and section over costs and needs. Prepares and maintains agendas on meeting and events related to the work group commitments.
Management of Administration Budget
Developing of yearly admin budget, mid-year budget review and end year budget review and closure

Developing monthly cash forecasts

Creating admin Fund commitments and management
Administrative Contracts Management
Timely raising of admin purchase requisitions
Timely raising of low value purchase orders
Management of expiring contracts and timely processing renewal
Preparation of ToR for bidding processing
Update lease agreements and keep records and documentations
Property management, office equipment, Assets management
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.
Assist in Annual physical verification by end of the year
Provide inputs to Admin SOP
Vendors / Suppliers Relations Management
Management of service delivery level – Expertise, Timely, Satisfaction.
Management of service providers payments.
Organizing meetings with admin service providers
Management of hotel services rendered to sections for retreats, internal meetings, and contracts

Quarterly Stock taking of consumables in store, distribution to identify unusable items and forward for PSB submission and clearance
Quarterly stock tacking of stationeries in store, distribution to office staff members as per the requests and timely

• replenishment of the stock

General Administrative Duties Prepares, on own initiative, correspondence, reports, evaluations and justifications, as required, on general operational and administrative issue and specialized tasks which may be of a confidential nature within the assigned area of responsibility and ensures follow-up action.
To qualify as an advocate for every child you will have…

Completion of secondary education, preferably supplemented by technical or university courses in a field related to Finance, Business Administration, and Economics, Administration, or other related fields.
Knowledge of finance is a distinct advantage
Five years of progressively responsible clerical or administrative work
Experience of working in UN agencies is an asset.
Fluency in English and Kiswahili, knowledge of any other UN work language is an advantage

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability (CRITA) underpin everything we do and how we do it. Get acquainted with Our Values Charter: https://uni.cf/UNICEFValues

UNICEF competencies required for this post are

(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

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.

We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

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.

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (COVID). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

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Method of Application

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Closing Date : 12th August, 2022.







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