Administrative Associate, GS-6, Monrovia, Liberia, Internal and external advertisement (For Liberian Nationals Only), PAT

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UNICEF - United Nations Children's Fund

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Application deadline 1 year ago: Thursday 21 Jul 2022 at 23:55 UTC

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Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 1,573 USD.

Salary for a G-6 contract in Monrovia

The salary of a G-6 depends on the duty station. The minimum salary there is 1,573 USD Please note that depending on the location, a higher post adjustment might still result in a lower purchasing power.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

More about G-6 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, programme delivery is a must!

How can you make a difference?

Purpose of the Post:

Under the supervision and guidance of the Operations Specialist, P-3, the Administrative Associate, GS-6 will support the Administrative Unit within the Operation Section and will be responsible for areas of facilities, contract and Warehouse management, travel management, assets management, office supplies management, invoice processing, hotel and conference booking and support on procurement of low value items in compliance with UNICEF administrative procedures, processes and policies.

Summary of Key Functions/Accountabilities:

  • Assets Management
  • Travel Management
  • Facility, Warehouse and Contracts Management
  • Events, Hotel, Conference booking and Office supplies management
  • Invoice processing and support on procurement of low value procurements
  • General Administrative duties

    Assets Management:

  • Ensure regular updates and maintenance of Assets Register for both assets tracked in Vision and Assets Tracked outside Vision

  • Safeguarding all UNICEF Assets.
  • Ensure that all assets are updated for information on the status, rooms, locations, custodian and Personal Staff for low value attractive and BCP items.
  • Organize bi-annual asset counts.
  • Support on annual physical Assets counts.
  • Electronic filing of all information on Assets management including Assets counts reports and minutes of the Property Survey Board (PSB) Committee.
  • Support the PSB Committee meeting.
  • Propose the assets for disposal.

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.
  • Monitor Travel Dashboard and ensure Travels are certified with the stated deadline as per SOP on Travel.
  • Monitor monthly closure on asset-related schedule as per DFAM monthly guidelines.

Facility, Warehouse, and Contracts Management:

  • Timely respond to staff requests on facility and warehouse management.
  • Ensure the cleaning company is adhering to WHO protocols.
  • Support on Greening initiative & Response to Covid–19.
  • Support workplace safety and provide guidance and tools for staff working remotely.
  • Closely monitor contracts and advise the supervisor on their extension, renewal, and support on drafting the ToRs.
  • Draft the contract performance evaluation at the end of each contract for review by the supervisor.
  • Supervise the generator maintenance work and ensure services are done on time and in compliance with TORs.

Invoice Processing and Support on Procurement of Low Value Procurements:

  • Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR.
  • Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, creation of Purchase Requisition and or service orders, comparing of the proformas, preparation of Table of Comparisons, and making necessary logistical arrangements.
  • Maintains up-to-date vendor lists, partners, and consultant rosters.
  • Preparation of payment document, uploading them on the SharePoint and follow up with Finance on payments submitted by Admin section.
  • Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION (creation of Service Entry sheets and Goods Receipts in Vision).
  • Uploads electronic files and verifies results to destination system.
  • Responds to client transaction status and other inquiries.

Events, Hotel, Conference Booking, and Office Supplies Management:

  • Maintains office calendar and arranges meetings/conferences by making logistical arrangements, through engaging with facilitators, caterers, and hosts.
  • Liaises with budget focal points and section over costs and needs.
  • Takes minutes of Admin/ operations meetings, ensuring accuracy, attention to detail, and coherence
  • Provide hotel/conference booking services to program sections.
  • Arranges for the purchase and timely distribution of office supplies.
  • Manage office supplies and vehicle spare parts.
  • Prepare Monthly reports of the Office supplies/vehicle spare parts.
  • Ensure safety and security stores.

    General Administrative Duties:

  • Provide support for other General administrative matters.

  • Support on Greening the blue initiatives.
  • Maintaining data for EFAAT (Environmental Footprint & Accessibility Assessment Tool) and ensure timely reporting to Head Quarters.
  • Ensure knowledge sharing with other staff in the Office.

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

Recruitment Qualifications:

  • Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
  • Experience: A minimum of SIX (6) years of relevant administrative or clerical work experience is required.
  • Language: Fluency in English is required. Knowledge of another official UN language or a local language is 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 UNICEF competencies required for this post are...

  • 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)

To view our competency framework, please visit here.

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:

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service. Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

Added 2 years ago - Updated 1 year ago - Source: unicef.org