Administrative Associate, GS6, (Dori, Kaya, Fada), Burkina Faso 143 views0 applications


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?

Procurement

  1. Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR.
  2. 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.
  3. Maintains up-to-date vendor lists, partners, and consultant rosters.

Communications & Workflow **

  1. Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
  2. Manages incoming and outgoing correspondence, e-mails and telephone calls.
  3. Communicates routine and some non-routine information pertaining to the work of the team.
  4. 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.

Calendar/Meetings/Correspondence Management

  1. Maintains office calendar and arranges meetings
  2. Takes minutes of meetings, ensuring accuracy, attention to detail and coherence. **

Events/Logistics

  1. Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
  2. Arranges times through liaising with participants over availability.
  3. Liaises with budget focal points and section over costs and needs.
  4. Prepares background materials for participants and uploads cleared materials on the intranet.
  5. Prepares and maintains agendas on meetings and events related to the work group commitments. **

Travel

  1. Provides travel assistance to staff members in section 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.
  2. Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.Â
  3. Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
  4. Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
  5. Monitors travel certification and report back to the team. **

Invoice Processing

  1. Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.
  2. Uploads electronic files and verifies results to destination system.
  3. Responds to client transaction status and other inquiries.
  4. Supplies/Equipment
  5. Supports management of administrative supplies, office equipment, and updating inventory of items.
  6. Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
  7. Arranges for the purchase and timely distribution of office supplies.

Attendance

  1. Maintains and updates a system which monitors the absence of staff. **

To qualify as a champion for every child you will have…

  1. 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.
  2. A minimum of 6 years of relevant administrative or clerical work experience is required.
  3. Familiarity with emergency preparedness and response is considered as an asset.
  4. 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.

Remarks:

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

More Information

  • Job City Ouagadougou
  • This job has expired!
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UNICEF is a leading humanitarian and development agency working globally for the rights of every child. Child rights begin with safe shelter, nutrition, protection from disaster and conflict and traverse the life cycle: pre-natal care for healthy births, clean water and sanitation, health care and education.

UNICEF has spent nearly 70 years working to improve the lives of children and their families. Working with and for children through adolescence and into adulthood requires a global presence whose goal is to produce results and monitor their effects. UNICEF also lobbies and partners with leaders, thinkers and policy makers to help all children realize their rights—especially the most disadvantaged.

The United Nations Children's Fund is a United Nations (UN) programme headquartered in New York City that provides humanitarian and developmental assistance to children and mothers in developing countries. It is one of the members of the United Nations Development Group and its executive committee.

UNICEF was created by the United Nations General Assembly on 11 December 1946, to provide emergency food and healthcare to children in countries that had been devastated by World War II. The Polish physician Ludwik Rajchman is widely regarded as the founder of UNICEF and served as its first chairman from 1946. On Rajchman's suggestion, the American Maurice Pate was appointed its first executive director, serving from 1947 until his death in 1965. In 1953, UNICEF's mandate was extended to address the needs of children in the developing world and became a permanent part of the United Nations System. At that time, the words "international" and "emergency" were dropped from the organization's name, making it simply the United Nations Children's Fund, or popularly known as "UNICEF".

UNICEF relies on contributions from governments and private donors, UNICEF's total income for 2008 was US$3,372,540,239. Governments contribute two-thirds of the organization's resources. Private groups and some six million individuals contribute the rest through national committees. It is estimated that 92 per cent of UNICEF revenue is distributed to programme services.UNICEF's programmes emphasize developing community-level services to promote the health and well-being of children. UNICEF was awarded the Nobel Peace Prize in 1965 and the Prince of Asturias Award of Concord in 2006.

Most of UNICEF's work is in the field, with staff in over 190 countries and territories. More than 200 country offices carry out UNICEF's mission through programmes developed with host governments. Seven regional offices provide technical assistance to country offices as needed.

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0 USD Ouagadougou CF 3201 Abc road Fixed Term , 40 hours per week United Nations Children’s Fund (UNICEF)

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?

Procurement

  1. Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR.
  2. 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.
  3. Maintains up-to-date vendor lists, partners, and consultant rosters.

Communications & Workflow **

  1. Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
  2. Manages incoming and outgoing correspondence, e-mails and telephone calls.
  3. Communicates routine and some non-routine information pertaining to the work of the team.
  4. 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.

Calendar/Meetings/Correspondence Management

  1. Maintains office calendar and arranges meetings
  2. Takes minutes of meetings, ensuring accuracy, attention to detail and coherence. **

Events/Logistics

  1. Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
  2. Arranges times through liaising with participants over availability.
  3. Liaises with budget focal points and section over costs and needs.
  4. Prepares background materials for participants and uploads cleared materials on the intranet.
  5. Prepares and maintains agendas on meetings and events related to the work group commitments. **

Travel

  1. Provides travel assistance to staff members in section 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.
  2. Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.Â
  3. Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
  4. Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
  5. Monitors travel certification and report back to the team. **

Invoice Processing

  1. Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.
  2. Uploads electronic files and verifies results to destination system.
  3. Responds to client transaction status and other inquiries.
  4. Supplies/Equipment
  5. Supports management of administrative supplies, office equipment, and updating inventory of items.
  6. Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
  7. Arranges for the purchase and timely distribution of office supplies.

Attendance

  1. Maintains and updates a system which monitors the absence of staff. **

To qualify as a champion for every child you will have…

  1. 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.
  2. A minimum of 6 years of relevant administrative or clerical work experience is required.
  3. Familiarity with emergency preparedness and response is considered as an asset.
  4. 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.

Remarks:

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

2019-08-31

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