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Administrative Assistant (GS5 / FT), Bishkek. This vacancy is open to Nationals of Kyrgyzstan only.

Bishkek

  • Organization: UNICEF - United Nations Children’s Fund
  • Location: Bishkek
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

Administrative Assistant, GS5, Fixed Term (Bishkek, Kyrgyzstan) - This vacancy is open to Nationals of Kyrgyzstan only.

UNICEF works in 190 countries and territories to protect the rights of every child. UNICEF has spent 70 years working to improve the lives of children and their families. Defending children's rights throughout their lives requires a global presence, aiming to produce results and understand their effects. UNICEF believes all children have a right to survive, thrive and fulfill their potential – to the benefit of a better world.

Purpose for the job

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.

Summary of key functions/accountabilities:

  • Appropriate and consistent interpretation and effective implementation of administrative policy and instructions to support Operations;
  • Technical assistance and support in promoting and coordinating cost effective and best practices in travel management;
  • Effective and cost efficient events and conferences management;
  • Property management, office equipment, vehicles;
  • General Administrative Duties.

1. Appropriate and consistent interpretation and effective implementation of administrative policy and instructions to support Operations:

  • Provides practical input on implementation of administrative guidelines, in close coordination with Operations. Updates staff on administrative policies, instructions, rules and regulations. Briefs and assists arriving and departing staff on basic administrative procedures and requirements.

  • Contributes to recommendations on the improvement of internal controls systems considering the prevailing conditions in the locality.

  • Keeps supervisor abreast of potential problem areas, makes recommendations for follow-up actions, prepares reports and evaluations on general administrative or specialized tasks.

 

 2. Technical assistance and support in promoting and coordinating cost effective and best practices in travel management:

 

  • Provides travel assistance to staff in section for travel arrangements and entitlements based on the organization’s rules and policies. Ensures 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, staff travel and statements reconciliations.

  • Assists in the preparation of budgets on travel costs and maintains travel budgetary control records. Processes travel claims.

 

 3. Effective and cost efficient events and conferences management:

  • Provides support to the office with logistical arrangements related to training/workshops/conferences etc., through engaging with facilitators, caterers and hosts and identifying the most cost-efficient meeting venue options.  
  • 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.

4. Property management, office equipment, vehicles:

  • Supports procurement/management of administrative supplies, office equipment and vehicles. Maintains inventory of office items

  • Establishes an office supplies monitoring system. Ensures that services and maintenance of premises and equipment are in accordance with organizational standards. 

  • Supervises office drivers by ensuring that clear workplans and fleet management system is in place.
  • Monitors and arrange for vehicle transportation, regular vehicle maintenance and insurance
  • Checks and record of vehicle daily log and fuel consumption

     

5. General Administrative Duties:

  • Maintains admin related hard and electronic files, updates data bases ensuring timely and appropriate recording, safekeeping and disposal of information.

  • Provide general logistical support to visitors and individual contractors for services and physical space planning.

Competencies and level of proficiency required:

Core Values

  • Commitment
  • Diversity and inclusion
  • Integrity

Core competencies

  • Communication (I)
  • Working with people (II)
  • Drive for results (I)

Functional Competencies:

  • Analyzing (I)
  • Learning & Researching (I)
  • Planning and organizing (I)
  • Following Instructions and Procedures (I)

Recruitment Qualifications:

  • 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.
  • Fluency in English and of the local language of the duty station is required. Working knowledge of another UN language would be an asset. 

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 organization.

 

 

This vacancy is now closed.
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