Administrative Assistant, G-4, TA (364 days) #138112, Termez, Uzbekistan - ECAR

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, viewing the promotion of every child's rights not just as a job, but as a calling. UNICEF fosters careers with diverse professional and personal development opportunities.

Job Purpose

The Administrative Assistant in Termez, Uzbekistan, provides essential communications, operational, and secretarial support to ensure the smooth functioning of the team and its workflow. This role is crucial for enhancing the efficiency and timeliness of operations and outputs within the Termez Hub. The incumbent will manage office calendars, arrange meetings, take minutes, and maintain organized correspondence. Additionally, they will support capacity development activities and conferences by handling logistical arrangements, including liaising with facilitators, caterers, and participants. The position also involves providing travel assistance to staff, managing budgets related to travel, and ensuring compliance with organizational rules and policies. A key aspect of the role is to provide reliable and safe driving services for UNICEF staff, officials, and visitors, demonstrating professionalism, discretion, and adherence to local traffic laws.

Responsibilities

The Administrative Assistant is responsible for facilitating communications and workflow within the Termez Hub to enhance operational efficiency and timeliness. This includes establishing and maintaining office filing systems and ensuring the accuracy of intranet websites. The role involves managing the office calendar, scheduling meetings, taking minutes, and organizing correspondence. The incumbent will also maintain a system for monitoring staff absences. For events and logistics, the Assistant will support capacity development activities and conferences by making logistical arrangements, liaising with facilitators, caterers, and participants, and managing costs with budget focal points. Travel assistance for staff, including visa and security clearance procedures, is a key duty. The Assistant will also assist in preparing travel budgets, monitoring travel plans, and advising on logistical constraints such as customs clearance and transport options. Responsibilities extend to managing goods receipt and invoice processing, including filing documents for approval and processing in VISION. The role also entails managing administrative supplies, office equipment, and updating inventory. Furthermore, the Administrative Assistant is tasked with providing reliable and safe driving services for UNICEF staff, officials, and visitors, ensuring the vehicle is well-maintained and all necessary documentation is up-to-date. This includes meeting visitors at the airport and assisting with basic formalities when required.

Work Experience

A minimum of four years of relevant administrative and secretarial experience is required. Experience in driving and knowledge of local traffic regulations is also necessary.

Skills

Office administration, Calendar management, Meeting coordination, Minute taking, Filing systems, Travel arrangements, Logistical support, Budget monitoring, Invoice processing, Inventory management, Safe driving, Interpersonal skills

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