Administrative & HR Assistant, GS5, Maseru, Lesotho (For Basotho Nationals only)

Under the supervision and guidance of the Operations Manager, the Administrative & Human Resources assistant supports the Lesotho Country Office through providing a range of procedural and operational support in Administration and Human Resources, ensuring effective and timely delivery that is consistent with UNICEF rules and regulations.

For every child, A Future

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.

How can you make a difference?

Under the supervision and guidance of the Operations Manager, the Administrative & Human Resources assistant supports the Country Office through providing a range of procedural and operational support in Administration and Human Resources, ensuring effective and timely delivery that is consistent with UNICEF rules and regulations.

Summary of key functions/accountabilities

Administration 

Travel 

• Provides travel assistance to staff in 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 related administrative matters such as visas, security clearance, documentation procedures. 
• Extracts, inputs, maintains and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel 
• Assists in the preparation of budgets on travel costs and maintain travel budgetary control records.

Invoice Processing 

• Responsible for collecting invoices and filing documents for approval and, thereafter processing in vision. 
• Uploads electronic files and verify results to destination system. 
• Responds to client transaction status and other inquiries.

Contracting of consultants or other service providers

•  Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in vision, and making necessary logistical arrangements. 
• Keeps vendor lists, partners, and consultant rosters up-to-date. 
• Arranges for the purchase and timely distribution of office supplies.

Events and Conferences

•  Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts. 
• Arranges times through liaising with participants over availability. 
• Liaises with budget focal points and section over costs and needs. 
• Prepares background materials for participants and uploads cleared materials in the intranet. 
• Prepares and maintains agendas on meeting and events related to the work group commitments.

Property management, office equipment, vehicles

• Supports management of administrative supplies, office equipment and vehicles, updating inventory of items. 
• Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.

General Administrative Duties

• Maintains hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information 
• Maintains attendance records / act as a leave focal point. 
• Monitors the utilization of all financial input requisitions and report to the supervisor for necessary adjustments (over-utilization, shortage of funds, etc.)  Familiarize with programme monitoring related instructions/tools and report to supervisor for significant changes

Human Resources

Support in processing of entitlement and benefits 

• In consultation with supervisor, analyze, research and verify information for the purpose of responding to staff queries on areas related to benefits and entitlements.
• Assist staff in processing entitlements and benefits staff to GSSC, in accordance with UNICEF rules and regulations, by providing advice on the division of labor within HR and process requirements.

Support in recruitment and placement 

• Drafts vacancy announcements for positions within his/her office for review by supervisor to help attract ideal candidates. 
• Ensures timely and efficient screening of applications for minimum eligibility, taking into account qualifications, competencies, and post requirements. 
• Analyzes, researches, verifies, and compiles data which facilitates preparation of workforce planning reports for supervisor to review against benchmarks i.e. Gender and geographical balance and other recruitment related key performance indicators. 
• Liaises with candidates in the various stages of the recruitment process. 
• Prepares formal acknowledgement, offer and regret letters.
• Records and maintains recruitment files, ensuring all necessary documentation has been prepared. 
• Monitors life-cycle of recruitment process to update supervisor as necessary. 
• Liaises with Budapest Global Service Support Center on onboarding 
• Provides onboarding for staff and non-staff when on ground

Support in learning and development 

• In consultation with supervisor, researches and analyses data and information to help identify training needs within his/her country office for the development of learning plans and other targeted training interventions. 
• In consultation with supervisor, researches, analyzes, verifies, and compiles information on external training courses available and educational institutions to help supervisor decide on learning programmes that address learning gaps in his/her country office. 
• Assists team in organizing and conducting courses, workshops and events by participating in exercises which aim to build capacity of stakeholders. 
• Develops and processes contracts for institutions providing training and courses, ensuring compliance with UNICEF rules and regulations.  
• Assists team in organizing and conducting courses, workshops and events by preparing and organizing distribution of materials for participants, ensuring availability of training venues and required equipment and supplies, while providing logistical and secretarial support at workshops and events as necessary.

Support in organization design and job classification

• Participates in the review of GS positions specific JDs, ensuring effective application of ICSC methodology. 
• Drafts and edits job descriptions to be submitted for classification for review by supervisor. 
• Follows up and liaises with HQ and RO over status of requests to ensure timely completion. 
• Compiles and analyses information and statistics related to posts and staff for reports on staffing trends. 
• Prepares documents to be submitted for classification to RO and NYHQ, ensuring completeness of documentation. 
• Monitors life-cycle of all job classification requests to facilitate recruitment and organization planning.

Time & Attendance

• Maintains and updates a system which monitors the absence of staff.

To qualify as a/an [champion or advocate] for every child you will have…

• Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.A minimum of 5 years of progressively responsible administrative or clerical work experience is required. A university degree may be considered in lieu of substantial years of work experience.
• Fluency in English and the local language of the duty station is required.

For every Child, you demonstrate…

Our core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results. 

Apply at https://www.unicef.org/about/employ/

 UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified candidates from all backgrounds to apply.

 Candidates who applied to the first advertisement, are encouraged to re-apply.