Administrative Associate

Volunteering Admin

Overview

Execute a variety of routine tasks for the Administrative section.

You have:

• Strong knowledge of office management, travel coordination, procurement, logistics, and records management.
• Experience in budget monitoring, financial processing, and asset management.
• Excellent oral and written communication skills; strong drafting, formulation, and reporting abilities.
• 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, both internal and external.
• 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, with the ability to work with minimum supervision and under tight deadlines.
• Affinity with or interest in working for children, volunteerism as a mechanism for durable development, and the United Nations (UN) system.

Contract

This is a UNV contract. More about UNV contracts.

The UNV is rsponsible for executing a broad variety of routine tasks and some specialized for the Administrative section, requiring thorough alignment of the United Nations Children's Fund (UNICEF) administrative procedures, processes and policies. The UNV will also ensure accurate tracking of administrative supplies and assets, deliver monthly inventory reports, and provide logistical support for capacity development activities and partner meetings—aligned to valid budget approvals and implemented through OASIS.

1. Asset Management
2. Travel
3. Transport
4. Low value contracting for the Office
5. Events and Conferences
6. General Administrative Duties
7. Equipment management support Digital Dexterity • Champion digital solutions and support colleagues in adopting new tools for efficiency. • Maintain digital archives in line with the United Nations Children's Fund (UNICEF) digital workforce and data protection guidelines. • Utilize data visualization tools to obtain analytics and synthesized information. • Safeguard documents ensuring confidentiality and mitigate data risks. Asset Management • Ensure all organizational assets are properly recorded, safeguarded, and utilized in line with policies and donor requirements. • Maintain an updated asset register, oversee tagging, movement, and disposal of assets, and ensure timely reporting for audits and compliance. • Proceed with assets verification, monitor their condition, and facilitate regular inventories. • Support procurement and disposal processes and maintain transparent documentation for management decision-making. Travel • Provide travel assistance to staff in the Section for travel arrangements and entitlements based on the organization’s rules and policies. • Liaise with relevant travel focal points to ensure that the organization obtains the best service and price for all travel. • Brief and debrief staff members on issues relating to administrative matters such as visas, security clearance, and documentation procedures. Transport • Supervise Driver Pool. • Manage vehicles. Low value contracting for the Office • Prepare and file documents, complete necessary forms and templates, and make necessary logistical arrangements for low value acquisitions for the Office. • Keep vendor lists, partners, and consultant rosters up to date. • Arrange for the purchase and timely distribution of office supplies. Events and Conferences • Support capacity development activities and conferences by making logistical arrangements through engaging with facilitators, caterers, and hosts. • Arrange times by liaising with participants over availability. • Liaise with budget focal points and Section over costs and needs. • Prepare background materials for participants and upload cleared materials to the intranet. • Prepare and maintain agendas on meetings and events related to the work group commitments. General Administrative Duties • Maintain hard and electronic files and update database systems, ensuring timely and appropriate recording, safekeeping, and disposal of confidential information. • Maintain attendance records. • Maintain buildings, furniture, and equipment.

) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others

• Strong knowledge of office management, travel coordination, procurement, logistics, and records management. • Experience in budget monitoring, financial processing, and asset management. • Excellent oral and written communication skills; strong drafting, formulation, and reporting abilities. • 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, both internal and external. • 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, with the ability to work with minimum supervision and under tight deadlines. • Affinity with or interest in working for children, volunteerism as a mechanism for durable development, and the United Nations (UN ) system.

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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Potential interview questions

Added 2 days ago - Updated 18 minutes ago - Source: unv.org