Administrative Assistant

Volunteering Admin Logistics & Procurement

Contract

This is a UNV National Youth contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Youth contracts.

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress to-wards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations. Purpose for the job: Under the supervision and guidance of the supervisor, the Administrative Assistant is re-sponsible for executing a broad variety of procedural and specialized administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes, and policies.

Premises, Assets and Office supplies data management Supports management of administrative supplies, office equipment, including distribution to staff and updating inventory of items. Prepare Monthly inventory reports of the office supplies. Support the arrangement and supervision of daily premise maintenance works when required. Maintain and update inventory of office property in vision and in Excel for as-sets not recorded in Vision (Air conditioners, water dispensers etc. Monthly report on consumable stocks by ensuring accuracy and matching of records both in the excel and Tally card. Follow up with the Pouch and incoming/out going mails and report to the supervisor.

Events/ Meetings/Logistics Support internal events/logistics arrangement including conference bookings. Maintains office calendar and arranges meetings related to the unit. Takes minutes of meetings, ensuring accuracy, attention to detail, and coherence.

General Administrative duties Receive and record invoice in the invoice tracker, process for approval and scan invoices where required. Follow up and follow through with both the section and the Finance on payment of the invoice. Establishes and maintains the office filing and reference systems, both manual and digital.
Provide any other general administrative support where required.

. UNICEF values and competency Required (based on the updated Framework) i) Core Values • Care • Respect • Integrity • Trust • Accountability ii) Core Competencies • Demonstrates Self Awareness and Ethical Awareness (1) • Works Collaboratively with others (1) • Builds and Maintains Partnerships (1) • Innovates and Embraces Change (1) • Thinks and Acts Strategically (1) • Drive to achieve impactful results (1) • Manages ambiguity and complexity (1)

data entry and management, data analysis, report generation, management, planning, monitoring, involvement in data collection and analysis is an asset. • Excellent oral and written skills; excellent drafting, formulation, reporting skills. • Accuracy and professionalism in document production and editing; • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including vendors and authorities at different levels; • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel; • Solid overall computer literacy, including proficiency in various Microsoft Office applications (Excel, Word, among others), email, and internet; familiarity with database management; and office technology equipment; • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines; • Desirable: Experience in asset management. • Sound security awareness; is a plus • Have affinity with or interest to promote the rights of every child, everywhere, in everything he/she does to drive positive impact for children.

The UN Volunteer will be based in Accra, Ghana which is currently classified as hardship category B and a family duty station. At sea level, the climate of the country is tropical-hot and humid with average yearly temperatures of about 27oC (80oF) and little daily variation. At the interior's higher altitudes, the average yearly temperature is 20oC (68oF), and nights are generally cool. Annual rainfall varies from 500 centimetres (200 in.) on the southwestern slopes to 100 centimetres (40 in.) in the northern lowlands. Food, household commodities and clothing can be found in shops and local markets at reasonable prices. Some commercial banks are operating in the country and Visa cards are accepted in very limited hotels.
You can check full entitlements at the duty station at https://app.unv.org/calculator. The complete UN Volunteer Conditions of Service is available at https://explore.unv.org/cos.”

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Added 2 hours ago - Updated 2 hours ago - Source: unv.org