Job Title: Administrative Assistant Needed at UNICEF Nigeria

Administrative Assistant

Description:

United Nations International Children’s Emergency Fund (UNICEF) operates in some of the world’s most challenging environments to reach the most disadvantaged children. With operations across 190 countries and territories, UNICEF strives to save lives, defend rights, and empower children to fulfill their potential.

Key Functions, Accountabilities, and Related Duties / Tasks:

Budget Monitoring:
- Monitor budgets and financial expenditures of the section, ensuring compliance with UNICEF rules and regulations.
- Provide support on budget revision/preparation and implementation status.
- Maintain records, documents, and control plans for budget monitoring.

Human Resources:
- Draft vacancy announcements and assist in the recruitment process.
- Screen applications for minimum eligibility and coordinate interviews and assessments.
- Maintain recruitment files and monitor the recruitment process life cycle.

Office Planning & Project Management:
- Ensure availability of timely, complete, and accurate information for section work plans and project management.
- Undertake basic research and perform comparative analysis of project/programme-related data.
- Monitor project implementation against established milestones and make recommendations to improve performance.

Procurement:
- Guide managers in the process of PCA/SSAs and facilitate processing of contracts for consultants and external partners.
- Maintain up-to-date vendor lists, partners, and consultant rosters.

Communications & Workflow:
- Facilitate communications and workflow of the organizational unit.
- Manage incoming and outgoing correspondence, emails, and telephone calls.
- Establish and maintain office filing and reference systems, both traditional and digital.

Calendar / Meetings / Correspondence Management:
- Maintain office calendar and arrange meetings.
- Take minutes of meetings and ensure accuracy.
- Prepare agendas for meetings and events related to work group commitments.

Events / Logistics:
- Support capacity development activities and conferences by making logistical arrangements.
- Prepare background materials for participants and maintain agendas on meetings and events.

Travel:
- Provide travel assistance to staff members in section for travel arrangements and entitlements.
- Assist in preparation of budgets on travel costs and maintain travel plan and budgetary control records.

Invoice Processing:
- Collect invoices, file documents for approval, and process in VISION.
- Respond to client transaction status and inquiries.

Supplies / Equipment:
- Support management of administrative supplies and office equipment.
- Arrange for purchase and distribution of office supplies.

Attendance:
- Maintain and update a system which monitors absence of staff.

Qualifications:

Education:
- Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.

Experience:
- Minimum of 5 years of relevant administrative or clerical work experience is required.
- A bachelor’s degree from a recognized academic institution may replace three years of relevant experience.
- A master’s degree from a recognized academic institution may replace five years of relevant work experience.

Application Closing Date:
21st May, 2024 W. Central Africa Standard Time.

If you are passionate about making a difference for children worldwide, we encourage you to apply for this vital role.