Administrative Assistant, GS-5, FT, Cox's Bazar, Bangladesh #536905 (only for Bangladeshi nationals)

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, care.

How can you make a difference?

Under the supervision and guidance of the Administrative Officer NOA, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized within the UNICEF Cox’s Bazaar field office, covering Petty Cash management, Office stores management, low value procurement of Admin. Related supplies and services relating to office supplies, cleaning services, general office maintenance, furniture and office equipment maintenance, acting as an interface for operations functions with key government departments such as DC’s Office RRRC etc. in support of Rohingya emergency response and host community programme implementation. For effective performance of duties under this post, the incumbent will require to have thorough knowledge of UNICEF administrative procedures, processes and policies.

Summary of key functions/accountabilities:

1.****Managing office petty cash and incoming invoice registered.

Petty Cash activities:

• Receive office petty cash amount from Bank and ensure safe storage in the office safe.
• Disburse cash based on the approved petty cash claim forms to the requestor.
• As office Petty Cash custodian ensure that the office has adequate cash to support low-value procurement and submit petty replenishments request on a timely basis and coordinate with the BCO office for the update of replenishment amounts in VISION.
• Follow up on Petty Cash replenishment requests for Cox’s Bazar petty cash amounts with BCO based on petty cash reconciliation exercise.
• Cooperate with all surprise cash counts undertaken by the Finance officer and clarify and explain all queries arising from the surprise cash counts exercise.

Activities for Incoming invoice registered:

• Monitoring incoming invoices and VAT documents through the delegated bancosinvoices@unicef.org
• Scrutinizing and checking the invoices to determine which section to forward them and if there are any errors resolve by liaising with the section and vendor.
• Distribute the invoices to the section within one day
• Enter the invoice details in the online invoice register for tracking and reporting.
• Receive hard copy of invoices and VAT documents delivered physically to the office and distribute to respective sections and finance as required and in line with the approved SOP.

2. Management of office supplies, stationery and visibility items and coordination of low value procurement (Procurement of up to $10K) for the entire office in line with UNICEF policy and procedures.

Manage Office Stores management:

• In conjunction with the Admin. Officer develop a plan for office supplies and stationeries including providing relevant information and data to the communications team for their planning of visibility items.
• Initiating procurement office supplies and stationeries based on the plan and providing support to the communication team in the procurement of visibility items.
• Receiving and verifying the quality and quantity of the supplies and visibility items ordered as per agreed specifications and ensuring the safe storage of the supplies, stationeries and Visibility items.
• Issuing office supplies, stationeries, and visibility items based on the request forms from staff members and sections.
• Maintain stock report of the current balance of stationaries, office supplies, visibility items by updating the balances of Supplies stationery, and visibility items based on release forms.
• Prepare Monthly stock reports by the 10th of each month.
• Manage replenishment of supplies, stationery and, visibility items by monitoring the monthly usage trend and placing orders based on the established re-order level lead times.

Undertake low-value procurement by:

• Collecting price quotations based on the provided item specification and in line with UNICEF rules, policies and procedures.
• Prepare Bid Tabulation for selecting successful bidders and writing justification notes where necessary.
• Prepare Manual Orders and confirm product delivery within the led time of items to be procured.
• Initiating the processing of invoices with relevant supporting documentation including, certified invoices, manual orders and (VAT document) and inform the vendor about payment updates.

3. Office maintenance and Overall cleanliness of the Office premises on a daily basis as per UNICEF standard

Coordinating supervising and monitoring office and Warehouse maintenance works for plumbing, electrical, carpentry, and general office building maintenance by:

• Supervising and overseeing the servicing of office generators in the main office and the warehouse.
• Coordinating the routine servicing and maintenance of office ACs for office, Warehouse and Sector offices at DPHE and DPEO.
• Coordinating the servicing and maintenance of the plumbing system, electrical and carpentry work in the offices.
• Ensure office furniture and Office equipment are serviced in time and are always in good working condition.

Supervising and monitoring the works of messengers and cleaners on a daily basis

• By preparing a cleaning schedule for toilets and sink areas, bins and supervising the work of all cleaners and messengers in the office.
• Guiding and supervising the collection of trash from the office
• Supervising and monitoring proper maintenance of office flower gardens ensuring that office gardens are maintained in good order.
• Maintaining office Smoking areas and guiding staff members to ensure that smoking is strictly done in the designated office smoking areas.

4. Focal point for General Administrative services including acting as an interface with Government department on key operational areas requiring government support.

• Act as an interface between office and Govt. counterparts e.g. DC’s Office RRRC, to obtain required government approval for key office activities as well as obtaining government permission for camp visits by high-level visitors.
• Coordinating and following up on the printing of Business cards for authorized staff in Cox’s Bazar in conjunction with the Admin. Team in Dhaka.
• Updating the staff telephone list on a monthly basis to enhance effective communication among staff members.
• Provide policy and technical guidance and Support to all sections with conference, workshops and meeting arrangements and management.
• Support staff with preparing manual TA and as well as in VISION ensuring the accuracy of information in the TAs.
• Guide and support staff members with Visa renewal process by proving guidance and information to staff on visa renewal processes.
• Electricity; Water supply; and others utility service.
• Coordinate the Office Fumigation exercise.
• Perform VISION transactions for operations related functions e.g. raising TAs in VISION, FCS and PReqs.

5. Travel Management.

• 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 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 on travel costs and maintain travel plan and budgetary control records.
• Monitors travel certification and report back to the team including the monitoring and generating of the open TA reports from insight on a weekly basis and circulating the same to all the concerned staff members and following up with concerned staff members to close their open Tas.

To qualify as an advocate for every child you will have…

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of Administration, Management and Finance.
• A minimum of 5 years of relevant administrative or clerical work experience is required.
• Fluency in English is required. Knowledge of another UN language or local language of the duty station is considered as an asset.

For every Child, you demonstrate…

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

The functional competencies required for this post are...

• Analyzing (1)
• Learning and Researching (1)
• Planning and Organizing (1)
• Following Instructions and Procedures (1)

View our competency framework at

http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

*Internal candidates may be given preference over external candidates. The term "Internal" refers to all personnel with an ongoing employment relationship with UNICEF, including staff members on a continuing, fixed term and temporary appointment, individual contractors and full-time time-based consultants, and UNV.

*Only shortlisted candidates will be contacted and advance to the next stage of the selection process.