Administrative Assistant

Job Posting Organization:
UNICEF is a leading humanitarian and development agency that has been working globally for the rights of every child for nearly 70 years. The organization focuses on ensuring that every child has access to safe shelter, nutrition, protection from disaster and conflict, and essential services throughout their life cycle, including pre-natal care, clean water, sanitation, health care, and education. UNICEF collaborates with various stakeholders, including leaders, thinkers, and policymakers, to advocate for children's rights, particularly for the most disadvantaged populations. The organization operates in numerous countries worldwide, employing a diverse workforce dedicated to improving the lives of children and their families.

Job Overview:
The Administrative Assistant will be responsible for managing and coordinating all administrative activities related to the Field Office (FO) to ensure smooth office operations that support UNICEF's programs. This role is crucial for enhancing coordination efforts across various activities, ensuring effective time management, and working with the technical team to maximize the efficiency of FO resources and facilities. The incumbent will assist in administrative management support services, ensuring compliance with UNICEF's administrative policies, procedures, rules, and regulations. The position requires a thorough understanding of UNICEF's administrative procedures and the ability to execute a broad range of routine and specialized administrative tasks. The Administrative Assistant will also play a key role in budget monitoring, office planning, procurement, event logistics, travel and fleet management, invoice processing, and managing office supplies and equipment.

Duties and Responsibilities:

• Budget Monitoring: Monitor budgets and financial expenditures of the field office, ensuring compliance with UNICEF rules and regulations. Provide support on budget revisions and prepare records for budget monitoring.
• Office Planning & Project Management: Ensure timely and accurate information for preparing work plans and monitor work plans against established milestones.
• Procurement: Liaise with supply and logistics teams for office-related procurement and maintain vendor lists.
• Events/Logistics: Make logistical arrangements for office meetings and maintain meeting room calendars.
• Travel and Fleet Management: Provide travel assistance to staff, maintain travel records, and ensure smooth staff movement.
• Invoice Processing: Collect and process invoices, ensuring accuracy and compliance.
• Premises, Office Supplies/Equipment: Manage administrative supplies and office equipment, ensuring compliance with organizational standards.
• Supervision of UN Volunteers: Provide support and guidance to UN Volunteers, ensuring they receive equal duty of care and necessary resources for their assignments.

Required Qualifications:
The ideal candidate should possess strong organizational and administrative skills, with a thorough understanding of UNICEF's administrative policies and procedures. The candidate should demonstrate the ability to work collaboratively with others and manage multiple tasks effectively. Proficiency in using office software and systems is essential, along with strong communication skills.

Educational Background:
A minimum of a secondary education is required, with a preference for candidates holding a diploma or degree in business administration, management, or a related field. Relevant certifications in administrative management or project management would be advantageous.

Experience:
Candidates should have at least 2-3 years of relevant experience in administrative support or management roles, preferably within an international organization or humanitarian context. Experience in budget monitoring, procurement, and logistics management is highly desirable.

Languages:
Fluency in English is mandatory, while knowledge of Arabic is an asset. Additional languages may be beneficial depending on the specific context of the field office.

Additional Notes:
This position is based in Kosti, Sudan, which is the capital of the White Nile state. The living conditions in Kosti are basic, with essential services available, including medical care and local markets. Candidates should be prepared to work in potentially challenging conditions, requiring flexibility and adaptability. The position may involve travel to other duty stations as needed. The contract duration and specific compensation details are not specified in the job posting.