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New Job Vacancy United Nations at UNICEF Tanzania – Administrative Assistant

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Administrative Assistant,(G-5), Dar es salaam, Tanzania,#21267 [Temporary Appointment 364 Days]
Job no:
553319
Contract type:
Temporary Appointment
Duty Station: Dar-es-Salaam
Level: G-5
Location: United Republic of Tanzania
Categories: Administration
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.
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And we never give up.
For every child, Sustenance.
To assist in the application of TCO operations policy and procedures and
timely implement support operations Dar es Salaam and contributes to
recommendations on the improvements of internal controls systems
considering the prevailing conditions. Under the direct supervision of
the Administrative Officer, the Administrative Assistant is responsible
for executing a broad variety of standardized administrative tasks
requiring thorough knowledge of UNICEF administrative procedures,
processes and policies. 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. At the GS-5 level, the below
tasks are expected to be carried out with a high level of independence

How can you make a difference?

Appropriate and consistent interpretation and effective implementation
of administrative policy and instructions to support Operations

  • Provides practical input on implementation of administrative
    guidelines, in close coordination with administrative officer and
    colleagues.
  • Updates staff on administrative policies,
    instructions, rules and regulations. Briefs and assists arriving and
    departing staff on basic administrative procedures and requirements.
  • Contributes
    to recommendations on the improvement of internal controls systems
    considering the prevailing conditions in the locality.
  • Keeps
    supervisor abreast of potential problem areas, makes recommendations for
    follow-up actions, prepares reports and evaluations on general
    administrative or specialized tasks.

Technical assistance and support in promoting and coordinating cost effective and best practices in Admin management.

  • Daily briefings for premises and equipment security and safety briefings with the security guard supervisor.
  • Quarterly preventive maintenance of office equipment
  • Assists in the preparation of budgets on travel costs and maintains travel budgetary control records.
  • Daily briefings for premises and equipment security and safety briefings with the security guard supervisor.
  • Weekly office inspection and identification of furniture, equipment and fixture for repair
  • Quarterly inspection of office properties and identification of items for disposal or replacement.

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Effective and cost-efficient events and conferences management

  • Provides
    support to the office with logistical arrangements related to
    training/workshops/conferences etc., through engaging with LTA holders,
    facilitators, caterers and hosts and identifying the most cost-efficient
    meeting venue options.
  • Liaises with budget focal points and
    section over costs and needs. Prepares and maintains agendas on meeting
    and events related to the work group commitments.

Management of Administration Budget

  • Developing of yearly admin budget, mid-year budget review and end year budget review and closure
  • Developing monthly cash forecasts
  • Creating admin Fund commitments and management

Administrative Contracts Management

  • Timely raising of admin purchase requisitions
  • Timely raising of low value purchase orders
  • Management of expiring contracts and timely processing renewal
  • Preparation of ToR for bidding processing
  • Update lease agreements and keep records and documentations

Property management, office equipment, Assets management

  • Supports procurement/management of administrative supplies, office equipment and vehicles.
  • Maintains inventory of office items.
  • Establishes an office supplies monitoring system
  • Ensures that services and maintenance of premises and equipment are in accordance with organizational standards.
  • Assist in Annual physical verification by end of the year
  • Provide inputs to Admin SOP

Vendors / Suppliers Relations Management

  • Management of service delivery level – Expertise, Timely, Satisfaction.
  • Management of service providers payments.
  • Organizing meetings with admin service providers
  • Management of hotel services rendered to sections for retreats, internal meetings, and contracts
  • Quarterly
    Stock taking of consumables in store, distribution to identify unusable
    items and forward for PSB submission and clearance
  • Quarterly
    stock tacking of stationeries in store, distribution to office staff
    members as per the requests and timely • replenishment of the stock

General Administrative Duties

  • Prepares,
    on own initiative, correspondence, reports, evaluations and
    justifications, as required, on general operational and administrative
    issue and specialized tasks which may be of a confidential nature within
    the assigned area of responsibility and ensures follow-up action.

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

  • Completion
    of secondary education, preferably supplemented by technical or
    university courses in a field related to Finance, Business
    Administration, and Economics, Administration, or other related fields.
  • Knowledge of finance is a distinct advantage
  • Five years of progressively responsible clerical or administrative work
  • Experience of working in UN agencies is an asset.
  • Fluency in English and Kiswahili, knowledge of any other UN work language is an advantage

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For every Child, you demonstrate…
UNICEF’s
Core Values of Care, Respect, Integrity, Trust and Accountability
(CRITA) underpin everything we do and how we do it. Get acquainted with
Our Values Charter: https://uni.cf/UNICEFValues

UNICEF competencies required for this post are…
(1)
Builds and maintains partnerships (2) Demonstrates self-awareness and
ethical awareness (3) Drive to achieve results for impact (4) Innovates
and embraces change (5) Manages ambiguity and complexity (6) Thinks and
acts strategically (7) Works collaboratively with others.

During
the recruitment process, we asses candidates following the competency
framework. Familiarize yourself with our competency framework and its
different levels: competency framework here.

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.

We offer a wide range of benefits to our staff,
including paid parental leave, breastfeeding breaks and reasonable
accommodation for persons with disabilities. UNICEF strongly encourages
the use of flexible working arrangements.

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 be expected to adhere to these
standards and principles and will therefore undergo rigorous reference
and background checks. Background checks will include the verification
of academic credential(s) and employment history. Selected candidates
may be required to provide additional information to conduct a
background check.

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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.

UNICEF
appointments are subject to medical clearance.  Issuance of a visa by
the host country of the duty station, which will be facilitated by
UNICEF, is required for IP positions. Appointments may also be subject
to inoculation (vaccination) requirements, including against SARS-CoV-2
(COVID). Government employees that are considered for employment with
UNICEF are normally required to resign from their government before
taking up an assignment with UNICEF. UNICEF reserves the right to
withdraw an offer of appointment, without compensation, if a visa or
medical clearance is not obtained, or necessary inoculation requirements
are not met, within a reasonable period for any reason. Advertised: 05 Aug 2022 E. Africa Standard Time
Deadline:
12 Aug 2022 E. Africa Standard Time

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