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UNICEF

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Administrative Assistant, Bishkek (GS5/FT). Open to Nationals of Kyrgyzstan only. Extension of the vacancy.

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Job no: 529971
Work type: Fixed Term Appointment
Level: G-5
Location: Kyrgyzstan
Categories: Finance and Administration, G-5

  1. 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 fulfil 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.

    The purpose of the job:

    The Administrative Assistant is responsible for executing a broad variety of standardized administrative tasks for the respective section(s) 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 the 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.

    Summary of key functions/accountabilities:

    Appropriate and consistent interpretation and effective implementation of administrative policy and instructions to support Operations

    1. Provides practical input on the implementation of administrative guidelines, in close coordination with Operations. Updates staff on administrative policies, instructions, rules and regulations. Briefs and assists arriving and departing staff on basic administrative procedures and requirements.
    2. Contributes to recommendations on the improvement of internal controls systems considering the prevailing conditions in the locality.
    3. 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 travel management.

    1. Provides travel assistance to staff in the section for travel arrangements and entitlements based on the organization's rules and policies. Ensures 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, documentation procedures.
    3. Extracts, inputs, maintains and verifies the correctness of travel records in the organization's travel system to ensure accurate transactions related to travel costs, staff travel and statements reconciliations.
    4. Assists in the preparation of budgets on travel costs and maintains travel budgetary control records. Processes travel claims.

    Effective and cost-efficient events and conferences management

    1. Provides support to the office with logistical arrangements related to training/workshops/conferences etc., through engaging with facilitators, caterers and hosts and identifying the most cost-efficient meeting venue options. 
    2. Liaises with budget focal points and section over costs and needs.
    3. Prepares background materials for participants and uploads cleared materials in the intranet.
    4. Prepares and maintains agendas on meeting and events related to the workgroup commitments.

    Property management, office equipment, vehicles

    1. Supports procurement/management of administrative supplies, office equipment and vehicles. Maintains the inventory of office items.
    2. Establishes an office supplies monitoring system. Ensures that services and maintenance of premises and equipment are in accordance with organizational standards.
    3. Supervises office drivers by ensuring that clear work plans and fleet management system is in place.
    4. Monitors and arrange for vehicle transportation, regular vehicle maintenance and insurance.
    5. Checks and record of vehicle daily log and fuel consumption, including related system report inputs
    6. Provide necessary support in generating quarterly and annual reports to the supervisor and management.

    General Administrative Duties

    1. Maintains admin related hard and electronic files, updates databases ensuring timely and appropriate recording, safekeeping and disposal of information.
    2. Provide general logistical support to visitors and individual contractors for services and physical space planning.
    3. Provide necessary support in generating quarterly and annual reports to the supervisor and management.
    4. Any other business as assigned by the supervisor. 

      To qualify as an advocate for every child you will have…

      • University degree
      • A minimum of five (5) years of relevant experience in administrative or clerical work is required.
      • Advanced user skills of MS Word, Excel, PowerPoint.
      • Fluency in English, Russian are required. Knowledge of Kyrgyz is an asset.
      • Experience working in international organizations is an asset.

      For every Child, you demonstrate...

      UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

      Functional Competencies:

    5. Analyzing (I)
    6. Learning & Researching (I)
    7. Planning and organizing (I)
    8. Following Instructions and Procedures (I)
    9. View our competency framework at:

      http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

      Remarks:

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

Advertised: 17 Feb 2020 Central Asia Standard Time
Applications close: 11 Mar 2020 05:30 PM Central Asia Standard Time

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