Administrative Assistant

United Nations Children's Fund

Addis Ababa, Ethiopia

Experience: 5 to 10 Years

Skill Required: HR and Admin

How can you make a difference?

  • Managing conference booking requests and payments:
  • Ensure daily monitoring of all Conference booking requests on SharePoint.
  • Thoroughly review the requests and liaise with the requester section if any additional information is required.
  • Obtain a funding source before starting to send out the price quotation request.
  • Ensure to maintain an updated list of hotels cleared by UNDSS.
  • Sending the price quotation request to a minimum of three hotels and following up with the service providers to get the proforma on time.
  • Compile the collected proforma, prepare a competitive matrix, and send it to the respective section or office for review and approval. Once approval is received, prepare a guarantee letter for confirming reservation.
  • Attaching all proformas collected on “ECO Conference service request”.
  • Adhere to all communications regarding the conference request, it must be within the “ECO Conference service request” platform.
  • Ensuring to obtain confirmation of service arrangement from respective section, if required, approval of uncommon requests.
  • Liaise the service provider immediately after the service is provided to submit the invoices.
  • Send the invoice to get them certified by the focal staff of the section within 1 to 3 days once the invoice is received.
  • Coordinate with the Administrative associate for issuance of MIGO or Service Entry Sheet.
  • Preparing payment requests and submission to finance for finalization. Follow-up for payment finalization and notify the service provider.
  • Raising Purchase Requestion, Fund Commitment, and Issuing Low-value Purchase Order
  • Responsible for Vendor registration process of new vendors.
  • Responsible for raising Purchase requisition, Fund commitment, or Low-value PO based on a competitive matrix and as per the UNICEF’s procurement Guideline “Section 06: Low-Value Procurement.”
  • Responsible for communicating the Supply section on time to issue a Contract for an approved PR for which the threshold is above USD 10,000.00.
  • Preparing monthly Report
  • Preparation of the conference management report monthly and submitting the overviews of the report by the section, total number of the requests, canceled requests, total payments made, outstanding payments etc.
  • Responsible for upload the monthly report on ETH-administrative SharePoint

Managing the Registry

  • Responsible for receipt and registering of all invoices from vendors.
  • Responsible for all registry related activities, sign for incoming registered or certified mail.
  • Sorting incoming mail by section, location, and category.
  • Keeping records of sent and incoming mail/packages.
  • Collect and prepare correspondence to be mailed.
  • Correct and reforward misdirected mail.
  • Arrange for express delivery when needed.
  • Distribute mail to sections, field offices and individuals.
  • Track mailroom supplies.
  • Other
  • The Staff is responsible for filing and appropriately keeping all documentations and should submit them at any time when they are required for internal and external auditing purpose.
  • The Staff should give support on all administration related services and accepts additional office assignments when requested.

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

  • Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
  • A minimum of 5 years of relevant administrative or clerical work experience is required.
  • Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.