Company Info
Large organization
200 + Employees
United Nations International Children's Emergency Fund (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.
United Nations International Children’s Emergency Fund (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.
1). Senior Executive Associate
Job no: 571775
Location: Abuja
Employment Type: Contract
Contract type: Fixed Term Appointment
Duty Station: Abuja
Level: G-6
How can you make a Difference?
- Under the direct supervision of the Programme Specialist, the Executive Associate is responsible for the front office procedural communications, operations, and administrative support services, as well as the effective management of the Representative and Deputy Representative’s agenda and administrative workload, to enhance the smooth running of the front office day-to day activities.
Summary of key Functions/ Accountabilities
- Administrative Support
- Communications Support
- Logistics and Operations Support
Administrative Support:
- Maintain the Representative and Deputy Representative’s calendar and arrange meetings based on established priorities.
- Organize the Representative and Deputy Representative’s official travel, including coordinating with Administrative Team for flight booking, protocol, visa, etc.
- With guidance of the Programme Specialist ensure the timely availability of briefing materials for official trips or meetings.
- Prepare documentation for the supervisor’s signature reviewing for style, factual and grammatical accuracy.
- Maintain up-to-date contact list of partners, donors, diplomatic corps, and government.
- Keep the shared drive updated and organized.
Communications Support:
- Manage incoming and outgoing correspondence, e-mails and telephone calls.
- Communicate sensitive information to higher level managers.
- Provide routine information pertaining to the work of the front office to relevant staff.
- Draft responses emails and letters to high-level stakeholders as requested, and timely reply to written inquiries on routine questions.
- Coordinate responses to sensitive inquiries, ensuring confidentiality and adequate management of information.
- Follow up on established deadlines and ensuring timely submissions by staff of reports, supporting documentation, correspondence, and other documents.
Operation and Planning Support:
- Supports on the coordination of meetings (CMT, PMT, All staff Meeting), workshops, high-level events, and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
- Maintains and updates a system to ensure the timely delivery of events and meetings, ensuring meetings rooms are booked and catering available.
- Supports management of administrative supplies, office equipment, and updating the inventory of items.
- Facilitate 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, and making necessary logistical arrangements.
- Maintain up-to-date vendor lists.
- If you would like to know more about this position, please review the complete Job Description here:
To qualify as an advocate for every child you will have…
The following minimum requirements:
Education:
- Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.
Work Experience:
- A minimum of six years of administrative or clerical work experience is required. Prior experience in programme support functions and relevant experience in a UN system agency or organization are considered assets.
- A bachelor’s degree from a recognized academic institution in the above disciplines may replace three years of relevant experience.
- A master’s degree from a recognized academic institution in the above discipline may replace five years of relevant work experience.
Skills:
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- Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint.
- Thorough knowledge of UNICEF’s organizational structure, 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 background.
- Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.
Language Requirements:
- Fluency in English is required. Knowledge of another official UN language
Deadline: 18th May, 2024.
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2). Administrative Assistant
Job no: 571796
Location: Bauchi
Contract type: Fixed Term Appointment
Duty Station: Bauchi
Level: G-5
Location: Nigeria
Categories: Administration
Description
- Under the supervision and guidance of the supervisor, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes, and policies.
Key Functions, Accountabilities, and Related Duties / Tasks
Budget Monitoring:
- Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
- Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
- Prepares and maintains records, documents, and control plans for the budget monitoring of project/programme implementation.
- Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.
Human Resources:
- Drafts vacancy announcements for positions within his/her office for review by supervisor to help attract ideal candidates.
- Ensures timely and efficient screening of applications for minimum eligibility, taking into account qualifications, competencies, and post requirements.
- Liaises with candidates in the various stages of the recruitment process.
- Coordinates the scheduling of interviews and technical assessments.
- Records and maintains recruitment files, ensuring all necessary documentation has been prepared.
- Monitors life cycle of recruitment process to update supervisor as necessary.
Office Planning & Project Management:
- Ensures the availability of timely, complete and accurate information and data for preparing section work plans and project management plans.
- Undertakes basic research and performs comparative analysis of project/programme related data.
- Monitors project implementation against established milestones and makes recommendations to improve performance.
- Helps ensure timely compliance with agreed deadlines.
- Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information.
Procurement:
- 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, and making necessary logistical arrangements.
- Maintains up-to-date vendor lists, partners, and consultant rosters.
Communications & Workflow:
- Ensures the availability of timely, complete and accurate information and data for preparing section work plans and project management plans.
- Undertakes basic research and performs comparative analysis of project/programme related data.
- Monitors project implementation against established milestones and makes recommendations to improve performance.
- Helps ensure timely compliance with agreed deadlines.
- Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information.
Procurement:
- 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, and making necessary logistical arrangements.
- Maintains up-to-date vendor lists, partners, and consultant rosters.
Communications & Workflow:
- Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
- Manages incoming and outgoing correspondence, e-mails and telephone calls.
- Communicates routine and some non-routine information pertaining to the work of the team.
- Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate
Calendar / Meetings / Correspondence Management:
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- Maintains office calendar and arranges meetings.
- Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
Events / Logistics:
- Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
- Arranges times through liaising with participants over availability.
- Liaises with budget focal points and section over costs and needs.
- Prepares background materials for participants and uploads cleared materials on the intranet.
- Prepares and maintains agendas on meetings and events related to the work group commitments.
Travel:
- 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.
- Manages transport and supervision of drivers.
Invoice Processing:
- Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.
- Uploads electronic files and verifies results to destination system.
- Responds to client transaction status and other inquiries.
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 for the purchase and timely distribution of office supplies.
Attendance:
- Maintains and updates a system which monitors the absence of staff.
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 5 years of relevant administrative or clerical work experience is required.
- A bachelor’s degree from a recognized academic institution may replace three years of relevant experience.
- A master’s degree from a recognized academic institution may replace five years of relevant work experience.
Deadline: 21st May, 2024 W. Central Africa Standard Time.
How to Apply: Interested and qualified candidates should use the links below to apply:
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