Administrative Associate, Fixed Term GS6, Dhaka, Bangladesh (Only for Bangladeshi)

Under the supervision and guidance of the supervisor, the Administrative Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, hope.

How can you make a difference?

Key functions, accountabilities and related duties/tasks

Inventory Management

ASSET MASTER RECORD

• Maintain record of property inventory at UNICEF-BCO and field Offices in SAP database.
• Maintain store, and update report of Office IT and computer equipment, Transportation equipment and Office equipment in bin cards.

RECEIPT AND STORAGE

• Manage and store all unallocated assets in a central location. 
• Receive laptops, printers etc. for office use. Check items and their Purchase number and ensure they are transferred to the Admin store.

TAGGING AND COUNTING

• Update Asset information in SAP database
• Ensure tagging the supplies within 2 days of arrival and updating the relevant asset list.

 HANDOVER TO STAFF

• Update/prepare the necessary handover form and handover the equipment to ICT when ICT Section needs to prepare an asset. Once the equipment is configured, checked and returned to Admin and handover it to the staff member.   

REMOVAL OF ASSETS FROM THE PREMISES

• Issue a gate pass for all items that are removed from the premises.
• Maintain an asset register
• Update record of asset register

INFORMATION TO BE RECORDED 

• Check and receive items and prepare list of obsolete and broken discarded items.
• Prepare list for Property Survey Board.

PHYSICAL VERIFICATION OF ASSETS

• Verify all assets each year, as part of the Year End Accounts closure and report to HQ.

INVOICE CHECKING AND FILLING

• Check invoices and forward to Finance for payments
• File documents related to disposal of Inventory
• Respond to client transaction status and other inquiries.

SUPPLIES/EQUIPMENT

• Support management of administrative supplies, office equipment, and updating inventory of items.
• Monitor and supervise adequate and appropriate use of supplies. Ensure services and maintenance of premises are in accordance with organizational standards.
• Purchase and distribute office supplies timely.

To qualify as an advocate for every child you will have…

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• A minimum of 6 years of relevant professional experience in administrative or clerical work is required.
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.
• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
• In-depth knowledge of UNICEF organizational structure, administrative policies and procedures.
• Organizational, planning and prioritizing skills and abilities.
• Ability to deal patiently and tactfully with visitors.
• High sense of confidentiality, initiative and good judgment.
• Ability to work effectively with people of different national and cultural background.
• Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.

For every Child, you demonstrate...

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

The functional competencies required for this post are...

Core Values

• Care
• Respect
• Integrity
• Trust
• Accountability

Core competencies

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

Functional Competencies:

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

View our competency framework at

http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

Remarks:

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.