UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, Hope

UNICEF Somalia | UNICEF Somalia

Purpose for the job:

Under the supervision and guidance of the supervisor, the Administrative Assistant is responsible for executing a broad variety of routine tasks for the respective unit requiring full knowledge of UNICEF administrative procedures, processes, and policies.

Key functions, accountabilities and related duties/tasks

1.

Communications & Workflow

• Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
• Manages incoming and outgoing correspondence, e-mails and telephone calls.
• Communicates routine and some non-routine information pertaining to the work of the team.
• 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
• Maintains office calendar and arranges meetings.
• Takes minutes of meetings and keep the correspondence of the unit well Organized.

Events/Logistics

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

Travel

•  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.
• Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures. 
• Extracts, inputs, maintains and verifies the correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
• Assists in the preparation of budgets for travel costs and maintains travel plans and budgetary control records.
• Monitors travel certification and report back to the team.

Invoice Processing

• Responsible for collecting invoices and filing documents for approval and thereafter processing in VISION.
• Uploads electronic files and verifies results to the destination system.
• Responds to client transaction status and other inquiries.

Supplies/Equipment

•  Supports management of administrative supplies, office equipment, and updating inventory of items.
• Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
• Arranges for the purchase and timely distribution of office supplies.

Guest House Management:

• Ensure Guest House accommodation units are always clean and tidy, and cleaning schedules are implemented in consultation with the Senior Administrative and Finance Associate.
• Work in coordination with the Senior Administrative and Finance Associate., to put in place a mechanism through which to receive and address the guests’ complaints, enquires, comments, and recommendations.
• Plan, implement, manage, and monitor day to day activities required for the operations of the Guest House
• Conduct routine inspections of Guest House and its equipment for its functionality, appearance and cleanliness and ensure assigned rooms are prepared prior to check-in.
• Ensure maintenance and renovation plans are in place for the Guest House facilities and equipment and implemented in a timely manner.
• Inspect facilities regularly and enforce strict compliance with health and safety regulations.
• Oversee the quality of cleaning by cleaners as per the cleaning schedule by following weekly cleaning evaluation form.
• Supervise Guest House Ancillary staff and monitor their performance on daily basis and report any positive and negative (misconduct, poor performance or negligence) as aspects of performance to the Senior Administrative and Finance Associate.
• Manage and track the Guest House resources and stocks and make sure enough items and appliances, in working condition are available.

Attendance

•  Maintains and updates a system that monitors the absence of staff.