Organization: UN Children's Fund
Closing date: 07 Mar 2017
Arranges appointments and maintains the Head of Office's calendar, receives visitors, places and screens telephone calls and answers queries with discretion. Keeps lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps. Arranges meetings, both internal and external, some involving high-ranking officials, and takes minutes and/or notes of meetings. Drafts non-substantive correspondence ensures follow-up and prepares informal translations and may act as interpreter when necessary. Under the overall guidance of the Head of Office, assists the operations duties to maintain proper segregated duties for the financial regulatory compliance. Ensure accurate and prompt filing for both analog and digital correspondences and documents, ensuring that all documents to be located and filed have been seen by relevant staff and have undergone necessary actions Receive, screen, forward all incoming mails, e-mails to UNICEF PPD Seoul account, and faxes, documents, pouch and publications, in a systematic manner. Provide travel assistance to staff 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. Assist in the preparation of budgets on travel costs and maintain travel budgetary control records. Monitor the utilization of all financial input requisitions and report to the Supervisor for necessary adjustments (over-utilization, shortage of funds, etc.) Familiarize with programme monitoring related instructions/tools and report to Supervisor for significant changes Invoice Processing: Responsible for collecting invoices and filing documents for approval and, thereafter raising requests for processing to the Global Shared Service Center (GSSC) through MyCase. Respond to client transaction status and other inquiries Facilitate the processing of contracts for consultants and external partners that provide a service to the office. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR's in VISION, and making necessary logistical arrangements. Arrange for the purchase and timely distribution of office supplies Verify and process goods receipts on PO and contracts in accordance with established guidelines. Raise funds commitment, purchase requisitions and provide back-up support for specific budget areas. Property management, office equipment, vehicles: Supports management of administrative supplies, office equipment and vehicles, updating inventory of items. Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards. Maintain hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information Maintain attendance records / act as a leave focal point. Assist in ensuring efficient and conducive IT environment with the Global Help Desk. Provide on-site trouble-shooting. Liaise continuously with other offices within the organization on all budget and administrative matters to ensure compliance with UNICEF Financial Rules, Regulations, Policies, Procedures and Practices. Perform other duties, as required. Assist in the review of files related to partner-funded programmes/projects as appropriate, regarding the final progress/utilization reports and financial statements. Assist in organizing data and information on the funding from the Republic of Korea (RoK) in database and archives. Compile and analyze data on the contributions, reports, and prepares periodic and ad hoc reports as necessary on the income projections and current budget status. Respond to the donor queries on the data and prepare reports as necessary. Assist in the submission of donor reports, project documents, information materials and submissions to the RoK through liaising with the field office and review documents. Monitor report submission and support the field offices in case of extension. Complete other tasks as assignment by the Supervisor or other colleagues in the team. Perform other duties as required. Decides on action to be taken when acting on behalf of the Seoul office;Response to inquiries, and priority of incoming mail; Decides on action for incoming mail, drafting of letters, meeting of deadlines. All decisions could affect unit's work and especially its relations with partners. Recommendations and other performance duties could directly affect the work of the Seoul office, and consequently the efficiency of PPD Wrong approaches with partners, incorrect information provided would affect the organization's relations with them; Wrong data and material collected could lead to wrong conclusions and action, loss of funds and/or potential funding sources; Inefficient follow-up on services to partners would affect relations with them, and could lead to loss of funds; Insufficient control on quality and accuracy of documents/correspondence sent to partners would lead to serious embarrassment and strain relations with donors. Failure to proper segregated duties for the financial regulatory compliance will lead to the loss of credibility of the office The efficiency and effectiveness of support provided by the admin assistant ensures that a strong administrative platform is provided to the respective sections, which in turn affects the timely and accurate completion of the services provided by advisors and specialists in the team.
How to apply:
Closing date: 07 Mar 2017
Key functions, accountabilities and related duties/ tasks
Secretarial Support
Administrative Support
Contribution Management
Impact of Results
How to apply:
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization. To apply, click on the following link http://www.unicef.org/about/employ/?job=502710