Administrative Assistant, GS6, Accra-Ghana
UNICEF Ghana seeks the services of a committed and very experienced individual to be recruited as Administrative Assistant to work under the supervision and guidance of the Administrative Officer, Accra. The Administrative Assistant will perform general administrative support functions related to management of Property, Plant and Equipment (PP&E), organizing logistics for meetings and conferences, monitoring and computerized recording of consumable stocks and distribution of office supplies and stationeries and office administration in general. The incumbent will be on a Fixed Term Appointment. Only Ghanaians are eligible to apply.
If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.
For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.
Purpose of the Position
Under the general supervision of Administrative officer, the incumbent performs general administrative support functions, related to Management of Property, Plant and Equipment (PP&E), organizing meeting and conference, stock maintenance and distribution of office supplies and stationeries and office administration in general.
Key Expected Results
- Monitoring of property, plant and equipment and consumable stocks.
- Processing of damaged and obsolete equipment.
- Operations of delivery of administrative support services are timely and effectively provided
- Maintain records of consumable items and issue to units as required.
- Update computerized PPE records
- The budget preparation and implementation in the area of administrative management and services
Key Accountabilities and Duties & Tasks
Monitoring of property, plant and equipment and consumable stocks.
Maintain and update inventory of office property (Property Plant and Equipment) in Vision. Assign property tag numbers to all acquired office properties as soon as they are received. Maintain up to date records of assets movements in both Accra and Tamale offices.
Monitors inventory level of Office consumables and make recommendations to Administrative Office and Chief of Operations for use by management through customizable business dashboard and built-in best practices.
Produce periodic reports on the status of office supplies and other related items to management.
Processing of damaged and obsolete equipment.
Assist supervisor in conducting regular inspection of office premises and properties in order to make recommendations for disposal of obsolete items. Process obsolete equipment and obtains technical reports for Property Survey Board (PSB) deliberations and pursue same until items are disposed.
Assist supervisor to ensure operations of delivery of administrative support services are timely and effectively provided
Make logistics arrangement for meeting and conferences – office meeting, regional conference and donor agency meeting and government counterparts meeting. Make hotel reservations and arranges for airport pick –ups for all meetings and conference participants, visitors, consultants, facilitators and counterparts.
Prepare correspondences, reports, evaluation and justifications (hotel selection), collects information and assists in conduct of surveys on administrative services as required within the assigned area of responsibility
Assist supervisor as required, to monitor and ensure that all administrative transactions and contractual arrangements are in compliance with applicable policies, procedures, rules and regulations.
Reviews and process all administrative payments (contracts, suppliers, vendors, ancillary staff, telephones, mobiles, Internet service provider etc. Review and process travel claims for local & international travel when required.
Support supervisor and the Chief of Operations to update staff on administrative policies and procedures. Keep supervisor abreast of potential problem areas and prepare reports on administrative matters as required. Contribute to recommendations on improvement of administrative internal controls system taking into account prevailing conditions in the locality.
Maintain records of consumable items and issue to units as required.
To Safe keep stationary and office supplies, periodic reviews and reconciles, maintains bin cards. Ensures recording of both receipt and issued items. Ensures that adequate stock of stationery and office supplies are kept at all times. Prepares status report and analysis of office stationery and supplies to ensure that timely order and distributions are made.
To initiate the procurement of Admin/Operations supplies. Reviews and raises the appropriate requisitions for Administrative and some operations procurement (Local, offshore and regional).
Update computerized PPE records.
Update computerized records of inventory control after physical inventory of property, prepare annual inventory reconciliation report to NYHQ. Record and tag all new equipment and furniture procured. Maintain files and records relating to hotel reservations, meetings and conference arrangement, DSA survey, operations supply requisitions (PGM) / purchase orders for Property, Plant and Equipment (PP&E)
The budget preparation and implementation are properly administered in the area of administrative management and services.
Assist supervisor in preparing estimates on office premises, supplies and equipment requirements for budget preparation purposes. Contributes to the establishment and maintenance of administrative services and the administrative budget.
Competencies and level of proficiency required (please base on UNICEF Competency Profiles)
- Diversity and inclusion
- Communication, Level 2
- Working with People, Level 2
- Drive for Results, Level 2
- Analyzing, Level 2
- Applying Technical Expertise, Level 2
- Planning and Organizing, Level 2
- Following Instructions and Procedures, Level 2
Completion of Secondary School Education preferably supplemented by technical or university courses in administration, finance or related field of discipline relevant to the job
A minimum of 6 years of relevant progressively administrative work experience including office management skills. Experience with the UN or any other International organization will be an added advantage.
Good working knowledge of English. Knowledge of the local language of the duty station is an asset.
Applicants to include Resume which clearly reflects their achievements that are relevant to this position.
- Organization: UNICEF - United Nations Children’s Fund
- Location: Accra
- Grade: Services and Support
- Management, Administration and Finance
- Closing Date: 2017-04-07