Administrative Associate

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Description

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Under the supervision and guidance of the supervisor, the Administrative Associate is responsible for executing a wide variety of financial, procedural, and specialized administrative tasks for the respective section, which require in-depth knowledge of UNICEF administrative procedures, processes, and policies.

Budget Monitoring & Management specialized:

• Effective management of EMOPS budgets, e.g., institutional, ORE/ORR and Global Thematic Humanitarian (GHTF) administered by the EMOPS division, including regular monitoring and preparation of internal reports.
• Budget monitoring and management of EPF and CERF funds by:
• Coordinating with the Division of Administration and Financial Management (DFAM) on releasing the funds to COs/ROs.
• Prepare and share the Emergency Programme Fund (EPF) status with the HFSS Section.
• Prepare draft correspondence for the Directors of PD, PPD, and DED to approve the disbursement of EPF funds. The message should include the status of the country’s financial information, reimbursement history, reimbursement plan, and EPF funding summary status. Then, share the message with the HFSS Section for review.
• Draft EPF reimbursement reminder notes to COs/ROs for dissemination by the EMOPS Director.
• Prepare monthly EPF financial status reports for senior management, the HFSS unit, and the Director’s office to support decision-making.
• Prepare HFSS end‐year EPF closure memo report to be submitted to DFAM by the EMOPS Deputy Director.
• Provide input to Audit Reports for EPF-related activities.
• Provide input to the Annual Regular Resources Report organized by PFP (private fundraising and partnership section, Geneva).
• Assist the HFSS unit in providing funding information for emergency countries to be considered for underfunded allocation by OCHA twice a year.
• Assist the HFSS unit in providing funding information for the CERF Annual Report organized by the CERF Secretariat.
• Coordinate with all EMOPS sections to provide approved budget code, grant number, funding status, and financial statements.

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 a 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 the focal point in reviewing the completeness of data reports with key monitoring and evaluation information.

Invoice Processing:

• Responsible for receiving invoices from all EMOPS sections for payment, approval, and processing in VISION in line with the approved AWP budget.
• Uploads electronic files and verifies results to the destination system.
• Responds to client transaction status and other inquiries.

Procurement:

• Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by the Field Results Group (FRG), Supply Division (SD), and the Division of People and Culture (DPC).
• Raise purchase requisitions/create PCMs (procurement case managers) for contracts per applicable policies, procedures, rules, and regulations and follow up for completion.
• Facilitate the processing of consultant contracts in coordination with the Central Service Center (CSC) division for further processing and follow-up.
• 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 about 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:

• 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 logistical arrangements and engaging with facilitators, caterers, and hosts.
• Arrange times by 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 for meetings and events related to the work group’s commitments.

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

Minimum requirements:

Education:

• Completion of secondary education is required, and preferable supplemented by first university degree in Business Administration, Finance, or related field.

Work Experience:

• A minimum of 6 years of relevant budget & financial management, administrative, and clerical work experience is required. 

Language Requirements:

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

Source: https://jobs.unicef.org/cw/en-us/job/579821

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