UNICEF | Administrative Assistant

Job no: 496290
Work type: Fixed Term Staff
Location: State of Palestine
Categories: Finance and Administration

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.

For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.

Purpose of the Position

Under the direct supervision of the Admin/Finance Officer, undertakes administrative management support services in the State of Palestine country office. The incumbent assists in ensuring efficient and cost effective administrative support services, providing guidance to administrative staff as well and supporting staff in office administrative assignments. Ensures the office's administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations.

Key Accountabilities and Duties & Tasks

-Office maintenance management

-Develop schedule for Office cleaning and conduct spot-checks to verify cleanliness
-Facilitate the retention and archiving of documents half annually. Clearance, shredding and cleaning of the archiving warehouse

-Travel Management

-Upon receiving the approved International travel requests, obtain flight quotations and prepare cost tabulation as per policy. Assist with necessary documentation for visas and UNLPs as per requirement
-Liaise with UNDP to provide visa support letters, UN IDS and Ministry of Foreign Affairs cards for all new staff. Monitor and renew cards before expiry
-Order Business cards as requested

-Management & Accounting of Property, Plant & Equipment and attractive items

-Assign an inventory number to all assets and inspect to ensure they are all in good working condition. Monitor and update inventory list of items in each office/room and ensure copy is prepared and signed by custodian
-Undertake a physical count in the first half of the year to record all asset movements, changes in Location, obsolete/damaged assets and identify new requirements. Update the Asset Master Record in VISION
-Identify need for assets/supplies, in liaison with programme and develop a procurement plan
-Supports the Administrative Officer with the Property Survey Board submissions by identifying assets to be disposed.
-Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards,

-Performs any other duties and responsibilities as requested

-Drafts all correspondences with regard to administrative and operations support including individual and institutional requisitions and follow up with concerned sections in Jerusalem and ensure signature and distribution of these correspondences
-Carry out any other tasks as required and assigned by the Supervisor.

Qualifications of Successful Candidate

Education:

Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization

Experience:

 5  years of experience in administration and accounting, including on the job training in administrative and accounting procedures and systems. Knowledge and skills in using standard office computer applications.

IT Skills – Computer literacy and the ability to effectively use standard office software tools and other office technology to create documentation, exchange and archive e-mail, and maintain electronic filing systems.

Office Management Skills – Five years of organizing and planning a whole range of administrative and office support work. Ability to work with minimum of supervision. Ability to extract and format data and to solve operational problems. Ability to organize own and others work, set priorities and meet deadlines. Ability to organize meetings and events. Ability to handle work quickly and accurately under time constraints

Language Requirements

Fluency in English and Arabic

Competencies of Successful Candidate

Core Values

-Commitment
-Diversity and inclusion
-Integrity

Core competencies

-Communication
-Working with People
-Drive for Results

Functional Competencies

-Analyzing.
-Planning and organizing.
-Initiating and deciding actions.
-Following Instructions and Procedures

To view our competency framework, please click here.

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.

Applications close: 22 Jun 2016 FLE Standard Time