Admin Assistant

II. PURPOSE OF THE JOB Under general supervision of the Admin/Finance Officer, perform a variety of relatively complex clerical duties related to the administration of the office. III. MAJOR DUTIES AND RESPONSIBILITIES 1.Provide necessary support and assistance for on-boarding of newly recruited International professional and National staff members, stand by partners and consultants in accordance with the requirements of the United Nations and the country of the duty station locations. 2.Draft correspondence, Terms of Reference based on available source of information, i.e. (previous correspondence or other available information sources), in accordance with standard operating procedures3.Responsible of the maintenance of the office, office equipment and archive. Ensure daily supervision of office well- being, tidiness and cleanliness4.Arrange meetings, both internal and external, some involving high-ranking officials, getting quotations, making tabulation, and preparing all relevant documents5.Assist supervisor in preparing estimates on office premises, supplies and equipment requirements for budget preparation purposes.6.Keep supervisor abreast of potential problem areas, prepare reports on administrative matters as required7.Provide administrative support and services to field offices and out postings, where applicable, including preparation and funding of service contracts, preparations of purchase requisitions for all admin supplies and guidance on administrative procedures8.Support the Admin/Finance Officer in the management of administrative supplies, office equipment and vehicles, updating inventory of items, serving as ex-officio member to the Property Survey Board where applicable. Assist supervisor in Property Survey Board submissions, preparing minutes of meetings. Assist supervisor in executing PSB recommendations approved by the Head of Office9.Monitor all service requisitions and their relevant POs to ensure that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations10.Contribute to the reviews of contractual arrangements related to administrative support (i.e. courier, premises maintenance, ancillary administrative support, vehicle maintenance, equipment maintenance etc.) to ensure that the terms and conditions of all contracts are being adhered to by providers of goods and services. Proposes to supervisor any changes that may be required.  IV.WORKING CONDITIONS (Describe the conditions of the work place, travel requirements, and risks or hazards to which the incumbent is exposed.  Indicate if it is an office-based post. Also, indicate the extent and frequency of physical requirements of the job, such as lifting heavy loads, or other types of exertion.)-Office-based position. -No specific physical requirements. -May requires field visits. V.IMPACT AND CONSEQUENCE OF ERROR(a)Describe the type of decisions or recommendations regularly made and their impact on other persons or the work of the office.(b)Describe the most damaging error(s) that could be made in the work and the consequences they would have. VI.REVIEW OF WORK (Describe the degree of supervision and instruction the incumbent receives from the immediate supervisor, e.g., work assigned with specific instructions and guidance; checked while in progress; or undertaken independently and reviewed upon completion for accuracy or adherence to instructions.)-May provide guidance to staff. VII.GUIDELINES(a)Indicate which guidelines are required for performing the duties of the post (rules, regulations, policies, procedures, practices, precedents, manuals, instructions, etc.)Administrative Manual and/or administrative issuances requiring some interpretation.(b)Describe the degrees to which interpretation of, and deviation from, existing guidelines are permitted, and the authority to propose or establish new guidelines. VIII. WORK RELATIONSHIPSIndicate both the purpose, level and frequency of contacts within and outside UNICEF, in order to perform the work effectively. (a)CONTACT:InternalPURPOSE & FREQUENCY:Frequent internal contacts to exchange information. (b)CONTACT:ExternalPURPOSE & FREQUENCY:Frequent external contacts to exchange information. IX.QUALIFICATIONS AND COMPETENCIES required to perform the duties of the post: (a)EDUCATION(Indicate type of education/training required including skill in equipment operation.)Completion of secondary education.  Ability to operate computer, and IT tools and equipment.(b)WORK EXPERIENCE (Indicate the length and type of practical experience required.)Five years general clerical work, which should have provided a good knowledge of clerical practices and procedures.c)LANGUAGES (Indicate the language requirements.)-Very good knowledge of Arabic and English. -Knowledge of French is an asset.d)COMPETENCIES (Indicate what key competencies are required, such as technical skills, communication skills, computer literacy, interpersonal skills, and supervisory skills.) i)Core Values (Required)•Commitment  •Diversity and Inclusion  •Integrity                  ii)Core Competencies (Required)•Communication (I)•Working with People (II)•Drive for Results (I) iii)Functional Competencies (Required)•Analyzing [ I ]•Applying Technical Expertise [ I ]•Planning and Organizing [ I ]•Following Instructions and Proced