Administrative & Supply Assistant, GS-4, Maseru, Lesotho #120329 (Temporary Assignment)

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education.

Salary

The salary for this job should be more than 850 USD.

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.

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, Hope

How can you make a difference?

Under the supervision and guidance of the Operations Manager, the Administrative and Supply Assistant is responsible for executing a broad variety of routine tasks for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.

Key functions, accountabilities, and related duties/tasks:

Administration

• Assist in the management of transport requests and proper use of Country office motor vehicle per UNICEF policy
• Assist in the monitoring of administration contracts
• Responsible for collecting invoices and filling documents for approval and, thereafter, filing in VISION and in hard copy for all Administration and Supply related expenses
• Uploads electronic files in VISION transactions and verifies results to destination system
• Responds to client transaction status and inquires

Travel

• Provides travel assistance to staff members in section for travel arrangements 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 related to administrative matters such as visas, security clearance, and documentation procedures among others.
• Assists in the preparation of budgets on travel and maintains travel plan and budgetary control records.
• Monitors travel certification and reports back to the team periodically.

Supplies/Equipment

• Supports management of administrative supplies, office equipment, and updating inventory of items.
• Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
• Arranges the timely purchase and efficient distribution of office supplies.

Procurement

• Assists monitoring assigned requisitions to ensure completion of procurement actions in a timely manner.
• Obtains quotations, issues invitation to bids to approved and listed suppliers, arranges and participates in bid openings, compiles price tabulations with price ratings and recommendations for order placement for low value procurements.
• In liaison with Senior Supply Associate, corresponds with programme Sections and suppliers on supply and procurement matters.
• Generates and compiles a variety of supply related reports from VISION and monitoring reports from the Supply dashboard.
• provide data related to procurement, including assistance in forecasting, requisitions received, orders placed, incoming goods, actual delivery schedules.
• Prepares periodic reports, and ad-hoc reports as needed.
• Acts as alternate secretary to the CRC for supply related issues and prepares documents for review.
• Maintains supplier database and files with complete information, in accordance with UNICEF supply guidelines. Assists with conducting local market surveys on ongoing basis.
• Prepares Direct Orders (Purchase Orders) against existing Long-Term Arrangements (LTAs) ensuring that the LTA has valid quantities and lead-time meets requirements for low value procurement
• Maintains purchase order/contract files with all required procurement documentation (POs, invoices, delivery receipts, payment requests, correspondence, etc.).

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

Education:

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work

Experience:

• A minimum of 4 years of relevant administrative or clerical work experience is required

  Language Requirements:

• Fluency in English and a local language is required.

Skills:

• Training and experience using MS Word, Excel, PowerPoint, and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
• Thorough knowledge of UNICEF administrative policies and procedures.
• Organizational, planning, and prioritizing skills and abilities.
• Ability to deal patiently and tactfully with visitors.
• High sense of confidentiality, initiative, and good judgment.
• Ability to work effectively with people of different national and cultural backgrounds.
• Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff

For every Child, you demonstrate love

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA).

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:

UNICEF appointments are subject to medical clearance. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.