Administrative Assistant, (GS5), Yaounde, Cameroon, (only for cameroonian)

The Administrative Assistant is responsible for executing a broad variety of standardized administrative tasks for the respective section(s) requiring thorough knowledge of UNICEF administrative procedures, processes and policies. In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.

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 direct supervision of the Administrative Officer, the Administrative Assistant is responsible for executing a broad variety of standardized administrative tasks for the respective section(s) requiring thorough knowledge of UNICEF administrative procedures, processes and policies. 

In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.

Key Expected Results

1. Vehicle and fleet management
2. Supervisor of drivers
3. Contract Monitoring of invoices pertaining  to office vehicle management
4. General Administrative Duties

Key Accountabilities and Duties & Tasks

Vehicles management.

• Responsible for the follow-up and renewal of the administrative and technical documents of the vehicles with Ministry of Transport, MINREX and others authorities.
• Responsible for monitoring and renewing insurance contracts. Monitoring accident and damage records with insurance companies
• Monitors and supervises the adequate and appropriate use of vehicles as per UNICEF rules and regulations and report anomalies to supervisor. Ensures that services and maintenance of vehicles are in accordance with organizational standards.
• Ensure the distribution of drivers according to the approved mission plan
• Inspections of vehicles and proposed actions
• Responsible for the follow-up of vehicle maintenance and repairs and provide technical verification of the repairs and maintenance.
• Manages and monitors vehicle fuel consumption, vehicle usage, kilometers, GPS and reports monthly to the Administrative Officer on utilization
• Conduct monthly checks of vehicle log and reconcile with the official missions and report to supervisors any deviations for corrective action.
• Prepares and submits monthly analysis of the costs related to the management of the fleet and make proposals on the corrective actions and cost savings to supervisor.
• Submit monthly a report on the balances of the tom card and is responsible for replenishment according to the procedures and conduct a verification and reconciliation on monthly basis.
• Support Zone office with improvement of vehicles management and transport 

• Supervisor of drivers 

• Ensures that drivers follow procedures and ensure compliance with safety instructions
• Follows with the other sections the performance of the drivers and takes corrective actions
• Ensure that all training required for drivers is done on time.
• Responsible for the renewal of the drivers' uniforms and their proper use
• Responsible for GPS management and reporting.
• Periodically generates reports and identifies drivers who do not follow the instructions and submit cases to the supervisor for corrective action
• Conduct safe driving trainings to drivers and ensure vehicle are equipped and updated with the first aid kits.
• Ensures that all claims relating to the proper functioning of the GPS are implemented by the service provider

• General Administrative Duties 

• Maintain hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information 

• Maintain attendance records / act as a leave focal point for drivers. 

• Invoice and contract  Monitoring

• Follow the contracts of the service providers responsible for the maintenance and repairs of the vehicles

• Track invoices from service providers responsible for maintenance and repair and submit invoice status monthly.
• Controls all proforma invoices for repairs and proposes recommendations to supervisor
• Performs any other duties and responsibilities assigned as required.

Qualifications of Successful Candidate

• Completion of secondary education, supplemented by technical certification related to vehicle management, or mechanics or vehicle repairs and maintenance.

• A minimum of 5 years of progressively responsible administrative or clerical work experience is required.

  Sound Knowledge of standard tools and references of the transport and vehicle management is required. 

  Solid Managerial experience in supervising a medium to large team of drivers.

  Strong knowledge of fleet management and GPS tools

  Work experience in emergency duty station.

• Fluency in French and working knowledge of English. Local language of the duty station is required.

Competencies of Successful Candidate

Core Values

• Commitment
• Diversity and Inclusion
• Integrity

Core competencies

• Communication
• Working with People
• Drive for Results

Functional Competencies

• Analyzing
• Learning & Researching
• Planning and organizing
• Following Instructions and Procedures

To view our competency framework, please click here. 

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.