UNICEF/Administrative Assistant

United Nations Children’s Fund (UNICEF) is willing to fill the following vacant post:
Title: Administrative Assistant, Jerusalem
Level :GS6– Fixed Term Appointment – IMIS No. 21692
Key Tasks and responsibilities of the Assignment
Under the general supervision of the Administrative Officer, serves as principal assistant 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 personnel, finance, registry, supply and transportation, as indicated by the requirements and structure of the organization. Performs the following duties:
1. Analyzes and maintains an overview of the work of the office to ensure that timely
administrative support is provided in general and specialized areas. Participates in the
recruitment and training of general service staff for specialized and non-specialized work,
and assigns general service staff to meet work requirements. Reviews and evaluates work
of subordinates directly, or through lower-level supervisors
2. In addition to general administration responsibilities, supervises activities concerned
with offices and grounds maintenance, security, transport, registry, reception, and similar
services. Supervises transport services, by ensuring a schedule for use of vehicles, reviews reports on use of petrol, mileage, driver overtime records, and maintenance services
3. Briefs staff on general administrative matters, provides advice, and ensures administrative support, as required.
4. 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 discussions of new or revised procedures and practices, interprets and assesses the impact of changes, and makes recommendations for follow-up action.
5. 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.
6. Ensures the safekeeping, annual physical inventory, prepares reports, including cost
analysis of office non-expendable property, acquisition and disposal of equipment and
supplies. Reconciles physical inventory data with office records to ensure inventory taken
is complete, and identifies discrepancies for corrective action.
7. Prepares reports on expendable property, including stationary and office supplies, prepare stock reports, distribution and replenishment of stock.
8. Manages travel arrangements, (i.e., tickets, visas, hotels, per diem). Issues travel
authorizations in line with UNICEF rules and regulations confirming accuracy of information for signature of supervisor. Process travel claims. Prepare and monitor travel plans.
9. Undertakes all administrative arrangements for meetings, workshops, seminars and visitors by coordinating transportation, hotel accommodations, conference room reservations and audio-visual equipment, as required
10. Manages the issuance of official matters e.g. visa, permit, IDs and licenses
11. Performs other duties, as required
Selection Criteria
Academic Qualifications Completion of secondary education; training in business administration is desirable.
Work Experience
Six years of progressively responsible work in administration. Experience in an international organization is an advantage.
Competencies Communication, Commitment, Drive for Results, Embracing Diversity, Integrity, Self-Awareness and Self-Regulation, Teamwork, Good Judgment, Analytical and Conceptual Thinking and
Tact.
Languages Fluency in English and Arabic (spoken and written). Knowledge of other languages is an asset.
Computer Very good working knowledge and use of computer applications, specifically office applications (Power Point, Excel and Word) and internet tools. Use of database and statistical software an asset.
• UNICEF’s salary and benefits is based on, the United Nations Common System for national staff.
• If you have experience in working in a similar capacity and want to make an active and lasting contribution to build a better world for children and match the profile outlined, send an application letter, detailed curriculum vita in English AND a duly completed United Nations Personal History form (P11). The P11 form can be downloaded from our Web site http://www.unicef.org/opt
• Deadline for Receipt of Applications: 04 April 2009
• Applications should be submitted by either mail and marked confidential or e-mail through UNICEF oPt vacancy generic account and should be addressed to the following and please quote vacancy notice number/IMIS and post title.
Chief of Operations,
UNICEF oPt,
P.O.Box 25141, Beit Hanina, Jerusalem
Or Email: [email protected] Applications, which do not meet the specified minimum requirements or those that will be received after the closing date will not be considered.Applications from female candidates are especially welcome.
UNICEF is a smoke free environment

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