Administrative Associate

Job Posting Organization:
UNICEF, established in 1946, operates in over 190 countries and territories with a mission to save children's lives, defend their rights, and help them fulfill their potential. The organization is committed to promoting the rights of every child and offers diverse opportunities for professional and personal development. UNICEF employs a large workforce dedicated to its mission, fostering a culture of inclusivity and growth, and providing attractive compensation and benefits to its staff.

Job Overview:
The Administrative Associate position at UNICEF involves executing a wide range of procedural and specialized administrative tasks under the supervision of the Chief Field Office Agadez. The role requires in-depth knowledge of UNICEF's administrative procedures, processes, and policies. The Administrative Associate will be responsible for budget monitoring, human resources management, office planning and project management, procurement, communications and workflow management, calendar and meetings management, event logistics, travel assistance, invoice processing, supplies and equipment management, attendance monitoring, and program support. This position is crucial for ensuring that the administrative functions of the office run smoothly, allowing professional staff to focus on their core work. The Administrative Associate will also represent the supervisor in various administrative matters and liaise with external contacts, including international organizations and government representatives.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Associate include:

• Budget Monitoring: Monitoring budgets and financial expenditures, ensuring compliance with UNICEF rules, preparing records and documents for budget monitoring, and carrying out transactions in VISION related to grants.
• Human Resources: Drafting vacancy announcements, screening applications, coordinating interviews, maintaining recruitment files, and monitoring the recruitment process.
• Office Planning & Project Management: Providing accurate information for work plans, conducting research and analysis, monitoring project implementation, and ensuring compliance with deadlines.
• Procurement: Guiding managers in the procurement process, facilitating contracts for consultants, and maintaining vendor lists.
• Communications & Workflow: Managing correspondence, maintaining filing systems, and ensuring accurate information flow.
• Calendar/Meetings Management: Maintaining office calendars, arranging meetings, and taking minutes.
• Events/Logistics: Supporting capacity development activities, making logistical arrangements, and preparing materials for meetings.
• Travel: Assisting staff with travel arrangements, liaising with travel focal points, and maintaining travel records.
• Invoice Processing: Collecting and processing invoices in VISION. 1
• Supplies/Equipment: Managing office supplies and equipment, ensuring appropriate use, and arranging purchases. 1
• Attendance: Monitoring staff attendance and absence. 1
• Program Support: Performing transactions in Vision software and ensuring data accuracy for program implementation.

Required Qualifications:
The required qualifications for the Administrative Associate position include:

• Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• Work Experience: A minimum of 6 years of relevant administrative or clerical work experience is required.
• Language Requirements: Fluency in French and good knowledge of English is required, with knowledge of the local language considered an asset.
• Skills: Proficiency in MS Word, Excel, PowerPoint, and other UNICEF software; knowledge of integrated management information systems; strong organizational and planning skills; ability to handle confidential information; and effective communication skills.

Educational Background:
The educational background needed for the Administrative Associate position includes the completion of secondary education, with additional technical or university courses related to administrative work being preferred. This educational foundation is essential for understanding the administrative processes and procedures that the role entails.

Experience:
The level of experience needed for the Administrative Associate position is a minimum of 6 years in relevant administrative or clerical work. This experience should demonstrate the ability to handle a variety of administrative tasks effectively and efficiently, as well as familiarity with the specific administrative procedures and policies of UNICEF.

Languages:
The mandatory language requirements for the position include fluency in French and a good knowledge of English. Additionally, knowledge of the local language is considered an asset, which can enhance communication and interaction within the local context.

Additional Notes:
Additional notes regarding the position include that it is a full-time role, and UNICEF promotes an inclusive workforce that reflects the diversity of the children it serves. The organization encourages applications from all qualified candidates, including those from underrepresented groups. UNICEF has a zero-tolerance policy on conduct incompatible with its aims and objectives, including discrimination and abuse. The recruitment process includes rigorous background checks, and selected candidates must meet medical clearance and vaccination requirements. UNICEF does not charge any processing fees during the recruitment process.