Admin Assistant

UNICEF is a leading humanitarian and development agency working globally for the rights of every child. Child rights begin with safe shelter, nutrition, protection from disaster and conflict and traverse the life cycle: pre-natal care for healthy births, clean water and sanitation, health care and education. UNICEF has spent nearly 70 years working to improve the lives of children and their families.
Working with and for children through adolescence and into adulthood requires a global presence whose goal is to produce results and monitor their effects. UNICEF also lobbies and partners with leaders, thinkers and policy makers to help all children realize their rights—especially the most disadvantaged.

Under the direct supervision and guidance of the supervisor, the incumbent will be responsible for managing, coordinating, all admin activities related to the FO to ensure fully running office operations in support of programmes. The selected individual will play a pivotal role in strengthening coordination efforts across all relevant activities, ensuring coherence, effective time management, work with technical team to maximize efficiency of use of FO resources and facilities. His/her contribution will be key to enhancing cross-sectoral collaboration and building institutional capacity in admin and operations relevant policies and procedures.

Under the direct supervision and guidance of the supervisor / Head Kosti Field Office (FO) undertakes administrative management support services, the incumbent assists in ensuring efficient and cost-effective administrative support services, providing guidance to as well and supporting staff in office administrative assignments. Ensures the office’s administrative operations and services are in compliance with UNICEF’s administrative policy, procedures, rules and regulations.
Kosti field office is the hub of South Region which supports and overseas programme operations in 6 states. The incumbent may request to extend support to the team out duty station.
The admin Assistant is responsible for executing a broad variety of routine regular administrative transactional tasks and some specialized responsibilities for the FO, requiring thorough knowledge of UNICEF administrative procedures, processes and policies. The incumbent will be responsible and/or contribute to all or part of the following areas of major duties and key end-results.
1. Budget Monitoring
•Monitors budgets and financial expenditures of field office in compliance with
UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
•Provides support on budget revision/preparation, implementation status, rate of funding
•Utilization, operational, and financial closure.
•Prepares and maintains records, documents and control plans for the budget monitoring of FO.
•Carries out transactions in VISION pertaining to grants for the FO admin/operations related grants, include registering grant allotments and tracking expiring programme grants.
2. Office Planning & Project Management
•Ensures the availability of timely, complete and accurate information for preparing field office work plans and administration activities.
•Undertakes basic research and performs comparative analysis of office projects related information
•Monitors workplan against established milestones and makes recommendations to improve performance and ensure timely compliance with agreed deadlines.
3. Procurement
•Liaise with supply and logistics team to process on office related procurement in line with the policies and guidance.
•Prepare necessary forms and templates to facilitate administrative operations and activities i.e. movement and mission records, vehicles, TAs, travel permits etc.
•Maintains up-to-date vendor lists in support office operations.
4. Events/Logistics
•Make logistical arrangements of office meetings through engaging with caterers and hosts and maintain meetings room Calendar.
•Liaises with budget focal points and section over FO costs and needs.
5. Travel and fleet management
•Provides travel assistance to staff members in the 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 administrative matters such as visas, and documentation procedures.
•Maintains and verifies correctness of travel records.
•Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
•Maintain travel and movement plans, drivers roster and use /assign vehicles to ensure smooth staff movement.
•Ensures regular vehicles maintenance, fuel supply and equipment in place.
8. Invoice Processing
•Responsible for collecting invoices i.e. petty cash and filing documents for approval and, thereafter processing in VISION.
•Uploads electronic files and verifies results to destination system.
•Responds to client transaction status and other inquiries.
9. Premises, office Supplies/Equipment
•Supports management of administrative supplies, office equipment, and updating inventory of items including contingency stock.
•Monitors and supervises adequate and appropriate use of supplies.
•Ensures that services and maintenance of premises are in accordance with organizational standards.
•Supports the purchase and timely distribution of office supplies.
•Participate in annual physical inventory of all expendable and non-expendable items in office.
•Oversee the guesthouse booking, invoicing and management of assets.
•Overseas and manage contract with ancillary services company.

Performs any other duties and responsibilities assigned as required.

Supervision, induction and duty of care of UN Volunteers (Roles and Responsibilities of Host Entities)
UN Volunteers should be provided with equal duty of care as extended to all host entity personnel. Host entity support to the UN Volunteer includes, but is not limited to:
•Introductory briefings about the organisation and office-related context including security, emergency procedures, good cultural practice and orientation to the local environment.
•Support with arrival administration including setting-up of bank accounts, residence permit applications and completion of other official processes as required by the host government or host entity.
•Structured guidance, mentoring and coaching by a supervisor including a clear workplan and performance appraisal.
•Access to office space, equipment, IT support and any other systems and tools required to complete the objectives of the assignment including a host entity email address.
•Access to shared host entity corporate knowledge, training and learning.
•Inclusion of the volunteer in emergency procedures such as evacuations.
•Leave management.
•DSA for official travel, when applicable.
•All changes in the Description of Assignment occurring between recruitment and arrival or during the assignment need to be formalized with the United Nations Volunteer Programme;
•Investigate misconduct: sharing reports with the UNV;
•Provide emergency assistance, e.g. the death of volunteer or medical evacuation, in collaboration with UNV. Accept letters of guarantees or potential liabilities for covering medical costs not claimable under medical insurance in extraordinary situations (e.g. isolation facilities` services during pandemics).