Admin Assistant

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 fulfil 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.

The Admin Assistant UNV is to be used in a UNICEF office, in one of the programme sections.

This GJP covers a broad range of functions, however, depending on the context, the incumbent may focus on all, some, or only one or two areas with great depth. In addition, there may be additional functions not mentioned in the GJP. If this is the case, this can be made clear in work plans and/or individual performance plans.

Administrative and Operational Support:
o Provide assistance to the head of outpost in day-to-day administrative and operational tasks.
o Assist in managing office logistics, including procurement of office supplies, inventory management, and maintenance of office equipment.
o Support budget monitoring and financial reporting for the outpost (petty cash management)
o Facilitating the processing of contracts for consultants, vendors and external partners that support the office in programme delivery. This includes preparing and filing documents, completing necessary forms and templates, uploading TORs in VISION, and making necessary logistical arrangements. Keeps vendor lists, partners, and consultant rosters up to date.
o Collecting invoices and filing documents for approval and thereafter processing in VISION and Mycase.
o Supporting the management of administrative supplies and office equipment.
o Assist in organizing and maintaining office records, files, and databases.
o Coordinate and facilitate communication between the outpost and relevant stakeholders.
o Support administrative tasks such as filing documents, organizing meetings, and handling correspondence.
o Assist in monitoring and managing office expenses and budgets related to cleaning and transportation services.
o Collaborate with operation officer in Kabul to ensure smooth coordination and communication between outpost and zone office.
o Carrying out transactions in VISION ensuring programme results, activities and programme coding are as per annual work plans (AWPs) and makes amendments and alterations as per section revisions when necessary.
o Supporting capacity development activities, meetings, and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts; arranging times through liaising with participants over availability; liaising with budget focal points and section over costs and needs; and preparing background materials for participants.
o Maintaining office calendar and arranging meetings. Taking minutes of meetings and keeping the correspondence of the team well organized.
o Maintaining and updating a system which monitors the absence of staff.

c. Supervision of drivers and office Cleaner:
o Supervise the office drivers, including assigning routes, monitoring their performance, and ensuring compliance with traffic and safety regulations.
o Maintain accurate records of vehicle maintenance, fuel consumption, and driver schedules.
o Conduct regular inspections of vehicles to ensure they are in good working condition and report any repairs or maintenance needs.
o Provide guidance and support to drivers regarding safe driving practices and proper vehicle care.
o Oversee the daily cleaning and maintenance of the office premises.
o Develop and implement a cleaning schedule to ensure all areas are regularly cleaned and maintained.
o Train and provide guidance to the office cleaner on proper cleaning procedures, including the use of cleaning equipment and materials.
o Conduct regular inspections to ensure cleanliness standards are met and address any issues or concerns.
o Monitor and maintain inventory of cleaning supplies and equipment.

d. travel management support:
o Liaise with travel unit colleagues to secure booking for staff who travel within the country.
o Prepare and distribute travel itineraries and relevant documents to staff members.
o Support staff in preparing travel expense reports, ensuring accuracy and adherence to organizational guidelines.
o Verify travel-related invoices and receipts and process them for reimbursement.
o Maintain records of travel expenses and assist in budget monitoring for travel-related costs.
o Providing travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaising with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
o Collaborate with CR operation officer/assistant and finance teams to ensure timely reimbursement to staff members.
Communicate travel-related policies and procedures to staff, ensuring their understanding and compliance.