SENIOR ADMINISTRATIVE ASSISTANT– SUVA (GS-7 level) (Fixed Term Appointment)
UNICEF is seeking to employ a person, under the supervision of the Administrative and Finance Officer, serves as principal assistance for carrying out broad administrative support functions, which may include co-ordination and supervision of clerical and administrative staff engaged in fields of work such as travel administration, registry and transportation as indicated by the requirements and structure of the organization.
Analyzes and maintains and overview of the work of the office to ensure that timely administrative support is provided in general and specialized areas. Participants in the training of general service staff for specialized and non-specialized work, and assigns general service staff to meet work commitments. Reviews and evaluates work of subordinates directly, or through lower-level supervisors.
Assists with the safe-keeping and annual physical inventory maintenance of records and implements PSB recommendations on replacement and disposal of expendable properties.
In addition to general administration responsibilities, may also supervise, directly and indirectly, activities concerned with office and grounds maintenance, security, and similar services.
Supervisors transport services, by ensuring a schedule for use of vehicles, reviews reports on use of petrol, mileage, driver overtime records, and maintenance services
Undertakes all administrative arrangements for meetings, workshops, seminars and visitors by coordinating transportation, hotel accommodation, conference room reservations and audio visual equipment as required.
Supervisors all aspects of travel arrangements (i.e. tickets, visas, hotel accommodation, per diem, and ensures timely action on note verbales and security clearances.
Briefs international personnel on general administrative matters, provides advice and ensures administrative supports, as required.
Advises and assists senior staff in the area of office management. Arranges for and/or attends meetings on day-to-day administrative matters, participates in discussing of new or revised procedures and practices, interprets and assesses the impact of change, and makes recommendations for follow-up action.
Prepares correspondence, special reports, evaluations and justifications, as required, on general administrative or specialized tasks that may be of a confidential nature within assigned area of responsibility.
Performs other duties, as required.
REQUIREMENTS & QUALIFICATIONS:
We welcome applicants who have the following educational background, skills and experience:
• Completion of secondary education, preferably supplemented by completion of University degree in Business Administration or equivalent qualifications to the job is an asset.
• Six (6) years’ of relevant professional work experience in office management, administration and other relevant functions. Knowledge of SAP system would be an advantage.
• Very good knowledge of the local language and one or two working language of the organization.
• Competencies of successful candidates:
o Presents effectively to others during formal public speaking
o Able to work effectively in a multi-cultural environment
o Demonstrates an ability to interpret non-verbal or emotional signs.
o Challenges self and own team or organizational area to achieve high levels of quality and productivity.
o Develops own technical skills and knowledge by looking out for opportunities to engage in continual professional development.
o Functional competencies: Analyzing, Applying Technical Expertise, Planning and Organizing and Following Instructions and Procedures
If interested please include in your application:
- A covering letter describing how you meet each of the requirements listed above.
- Your current Curriculum Vitae (work and education history) and UN Personal History Form (P11)
- The two most recent performance appraisals or performance evaluation reports (PER)
- The names, addresses, emails and phone details of three work related referees
Applications must be submitted NOT LATER THAN 2 August 2013 and addressed to:
Chief of Operations
Vacancy Notice: 2013/014 – SENIOR ADMINISTRATIVE ASSISTANT - SUVA
UNICEF Pacific, 5th Floor FDB Building
Private Mail Bag
Or sent via email to email@example.com
Regret letters will only be sent to short listed candidates. All applications are treated with strict confidentiality.
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified Fiji female and male candidates from all religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.