Administrative Assistant G-5 Vacancy-Job Ref: JKMLUNICEF/1906/202461

Administrative Assistant G-5 Vacancy-Job Ref: JKMLUNICEF/1906/202461
Timbuktu (Mali)
JOB DESCRIPTION

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

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated.

There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations

How can you make a difference?

Calendar/Meetings/Correspondence Management

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.
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.
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.

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.

Language Requirements:

Fluency in French is required. Knowledge of another official UN language (Arabic, Chinese, English, Russian or Spanish) or a local language is an asset

Please click on the button below to Apply.