TEMPORARY APPOINTMENT: Administrative Assistant, GS5, Lilongwe, Malawi #112241(OPEN FOR MALAWIAN NATIONALS ONLY)

Under the supervision and guidance of Administrative Officer, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough 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, a future.

UNICEF Malawi Country Programme (2019-2023) is aligned with the Government of Malawi Growth and Development Strategy (MDGS III) and the United Nations Development Assistance Framework (UNDAF). The programme supports the Government of Malawi to meet its commitment to respect, protect and fulfil childrens rights in line with international conventions and standards. The country programme is guided by the principles of childrens rights, equity, gender equality, inclusion and resilience, and supports evidence-based, integrative and innovative programming. The vision is that all girls and boys in Malawi, especially the most disadvantaged and deprived, realize their rights.  The programme focuses on: early childhood (parenting, high-impact social services, early stimulation and learning), middle childhood and adolescence (learning, multi-sectoral services, active citizenship), communities (decentralized services and systems, community ownership, social norms), programme effectiveness (monitoring, evaluation, HACT, Innovation, Social Protection and Social Policy and External Communication.  The programme is based on leaving no child behind, realizing ‘rights for all children in Malawi.

How can you make a difference?

Under the supervision and guidance of Administrative Officer, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.

The Administrative Assistant is accountable for procedural and some specialized communications, operational and administrative support services.

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.

Currently, the Malawi country office is operating under a matrix-management model, where individuals will have more than one reporting line. While this particular position is not currently matrixed, it is possible that this may change depending on operational needs.

Summary of key functions/accountabilities:

1. BUDGET MONITORING FOR THE ADMINISTRATION UNIT

• Monitors commitments and financial expenditures of Administration Unit, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
• Provides support to the Administrative Officer on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
• Prepares and maintains records, documents and control plans for the budget monitoring of administrative services.

 2. ADMINISTRATIVE SERVICES CONTRACTS MANAGEMENT AND PROCUREMENT REQUESTS

• Provide back-up support in administrative service contracts management in the absence of the Senior Administrative Associate. This includes supervising outsourced services and following up with service providers on various issues.
• Keeps vendor lists, partners, and consultant rosters up-to-date.
• Arrange for the purchase and timely distribution of office supplies.

3. COMMUNICATIONS & WORKFLOW

• Facilitates the communications and workflow of the Administration unit to enhance the efficiency and timeliness of operations and outputs.
• Manages incoming and outgoing correspondence, e-mails and telephone calls.
• Communicates routine and some non-routine information pertaining to the work of the team.
• Establishes and maintains the Administration units filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate.
• Act as a focal point on all communication with service providers and the Administration Unit.

4. CALENDAR/MEETINGS/CORRESPONDENCE MANAGEMENT

• Maintains Administration Unit calendar and arranges meetings.
• Takes minutes of Administration Unit meetings, ensuring accuracy, attention to detail and coherence.

5. EVENTS/LOGISTICS SUPPORT

• Supports Programme Sections as and when required with administrative supporting documentation.
• For Operation Section, support in the 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 on the intranet.
• Prepares and maintains agendas on meetings and events related to the work group commitments.

6. TRAVEL SUPPORT

• Provides travel assistance to staff members 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, and 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 plan and budgetary control records.
• Monitors travel certification and report back to the team.
• Processes immigration papers for international visitors, consultants and staff.

7. INVOICE PROCESSING FOR ADMINISTRATIVE GOODS AND SERVICES

• Responsible for receiving invoices, verifying and obtaining payment approvals and, thereafter submit invoices for processing.
• Follow up on the payment process.
• Respond to service provider inquiries related to payments for provision of administrative services and goods.
• Produce monthly invoice age analysis report to ensure that invoices and being processed in a timely manner.

 8.  PROPERTY MANAGEMENT, OFFICE EQUIPMENT, VEHICLES

• Supports management of administrative supplies, office equipment and vehicle fuel, updating inventory of items.
• Monitors adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
• Acts as custodian of fuel cards and maintains fuel receipt register.

9. ATTENDANCE MONITORING

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

10. RECEPTION MANAGEMENT

• Act as the alternate receptionist as per the office needs including the following:

• • Welcomes visitors and directs them to the relevant officer/section.
  • Manage all incoming local and international calls and route them to relevant staff member/section. Also assist with outgoing local and international calls as required.
  • Receive and register all incoming hand delivered correspondence and route as appropriate.
  • Prepare bills for personal/private use of office telephone.
  • Update the internal telephone directory and share with staff on monthly basis.
  • Ensure proper functioning of telephones and reports all faults to appropriate authorities.

11. GENERAL ADMINISTRATIVE DUTIES

• Performs other duties, as required.

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

• A completed secondary education, preferably supplemented by technical or university courses related to the field of work.
• A minimum of five years experience in administrative or clerical work experience is required.
• Experience using MS Word, Excel, PowerPoint is required.
• Relevant experience in a UN system agency or organization is considered as a definite asset.
• Knowledge of UNICEF administrative policies and procedures will be a definite advantage.
• Organizational, planning and prioritizing skills and abilities is essential.
• 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 as well as in a team environment to achieve common goals
• Fluency in English and local working language is essential.

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:

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

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 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:

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