Administrative Assistant (G-5), Fixed Term Position, #00052332, Port Moresby, Papua N. Guinea, APRO

Organizational Context

UNICEF operates in over 190 countries and territories, dedicated to saving children's lives, defending their rights, and helping them fulfill their potential from early childhood through adolescence. We are committed, passionate, and proud of our work, driven by a calling to promote the rights of every child. UNICEF offers diverse opportunities for professional and personal development in a passionate and diverse culture.

Job Purpose

The Administrative Assistant (G-5) will provide administrative and logistical support to ensure the smooth and efficient functioning of the office/section. This role is crucial in supporting various operational aspects, including budget monitoring, project management, procurement processes, communication, and travel arrangements. The incumbent will ensure compliance with UNICEF rules and regulations, maintain accurate records, and facilitate effective workflow. By providing timely and accurate information and support, the Administrative Assistant contributes to the overall achievement of UNICEF's goals in protecting children's rights and fulfilling their potential. This position plays a key role in managing day-to-day administrative tasks, enabling the team to focus on programmatic and strategic objectives.

Responsibilities

The Administrative Assistant will be responsible for monitoring budgets and financial expenditures, ensuring compliance with UNICEF rules and regulations, and providing support for budget revisions and financial closures. They will maintain records and control plans for budget monitoring and process transactions in VISION. In project management, the assistant will ensure the availability of accurate data for work plans, conduct basic research and analysis, and monitor project implementation against milestones. They will also guide managers in procurement processes, facilitate contract processing for consultants and partners, and maintain vendor and consultant rosters. The role involves managing communications, correspondence, and filing systems, both physical and digital. Additionally, the Administrative Assistant will manage office calendars, arrange meetings, and take accurate minutes. They will support capacity development activities and conferences by making logistical arrangements, including liaising with facilitators, caterers, and participants. Travel assistance for staff members, including arrangements and entitlements, will be provided, along with briefing/debriefing on administrative matters. The incumbent will also process invoices, upload electronic files, and respond to client inquiries. Finally, they will support the management of administrative supplies and office equipment, ensuring their appropriate use and updating inventory.

Work Experience

A minimum of five years of relevant administrative or clerical experience is required. Experience in an international organization or UN system is an asset.

Skills

Budget Monitoring, Financial Record Keeping, Project Support, Procurement Assistance, Contract Administration, Office Management, Communication Skills, Meeting Coordination, Travel Arrangements, Invoice Processing, Inventory Management, Proficiency in MS Office Suite

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