Jobs
>
Administrative Assistant
>
Bauchi

    Administrative Assistant - Bauchi, Nigeria - UNICEF

    UNICEF
    Default job background
    Full time
    Description

    ABOUT THE COMPANY

    UNICEF was created with a distinct purpose in mind: to work with others to overcome the obstacles that poverty, violence, disease and discrimination place in a child's path. We advocate for measures to give children the best start in life, because proper care at the youngest age forms the strongest foundation for a person's future

    JOB SUMMARY

    To Qualify as an Advocate for Every Child you will HaveEducation: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.Experience: A minimum of 5 years of relevant administrative or clerical work experience is required. A bachelor's degree from a recognized academic institution may replace three years of relevant experience. A master's degree from a recognized academic institution may replace five years of relevant work experience.

    RESPONSIBILITIES

    Under the supervision and guidance of the supervisor, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes, and policies.Key Functions, Accountabilities, and Related Duties / TasksBudget Monitoring: Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up. Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure. Prepares and maintains records, documents, and control plans for the budget monitoring of project/programme implementation. Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.Human Resources: Drafts vacancy announcements for positions within his/her office for review by supervisor to help attract ideal candidates. Ensures timely and efficient screening of applications for minimum eligibility, taking into account qualifications, competencies, and post requirements. Liaises with candidates in the various stages of the recruitment process. Coordinates the scheduling of interviews and technical assessments. Records and maintains recruitment files, ensuring all necessary documentation has been prepared. Monitors life cycle of recruitment process to update supervisor as necessary.Office Planning & Project Management: Ensures the availability of timely, complete and accurate information and data for preparing section work plans and project management plans. Undertakes basic research and performs comparative analysis of project/programme related data. Monitors project implementation against established milestones and makes recommendations to improve performance. Helps ensure timely compliance with agreed deadlines. Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information.Procurement: Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR. Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR's in VISION, and making necessary logistical arrangements. Maintains up-to-date vendor lists, partners, and consultant rosters.Communications & Workflow: Ensures the availability of timely, complete and accurate information and data for preparing section work plans and project management plans. Undertakes basic research and performs comparative analysis of project/programme related data. Monitors project implementation against established milestones and makes recommendations to improve performance. Helps ensure timely compliance with agreed deadlines. Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information.Procurement: Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR. Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR's in VISION, and making necessary logistical arrangements. Maintains up-to-date vendor lists, partners, and consultant rosters.Communications & Workflow: Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs. Manages incoming and outgoing correspondence, e-mails and telephone calls. Communicates routine and some non-routine information pertaining to the work of the team. Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurateCalendar / Meetings / Correspondence Management: Maintains office calendar and arranges meetings. Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.Events / Logistics: Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts. Arranges times through liaising with participants over availability. Liaises with budget focal points and section over costs and needs. Prepares background materials for participants and uploads cleared materials on the intranet. Prepares and maintains agendas on meetings and events related to the work group commitments.Travel: Provides travel assistance to staff members in section for travel arrangements and entitlements 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. Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures. Extracts, inputs, maintains, and verifies correctness of travel records in the organization's travel system to ensure accurate transactions related to travel costs and staff travel. Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records. Monitors travel certification and report back to the team. Manages transport and supervision of drivers.Invoice Processing: Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION. Uploads electronic files and verifies results to destination system. Responds to client transaction status and other inquiries.Supplies / Equipment: Supports management of administrative supplies, office equipment, and 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. Arranges for the purchase and timely distribution of office supplies.Attendance: Maintains and updates a system which monitors the absence of staff.

    REQUIRED SKILLS

    Office administration, management, Office administration, management, Logistics planning and management, Supply and demand planning, Procurement, Travel planning and reservations (leisure, business)

    REQUIRED EDUCATION

    High, secondary school



  • CHEVRON NIGERIA LIMITED Verified Company Bauchi, Nigeria Full time

    Chevron Nigeria Recruitment 2024/2025 Application Form Portal | · Chevron Nigeria's recruitment 2024 application procedure is here. Are you interested in the Chevron Nigeria Limited recruitment? Chevron Nigeria is calling on suitably qualified candidates to apply for the 2024 rec ...


  • CHEVRON NIGERIA LIMITED Verified Company Bauchi, Nigeria Full time

    Chevron Nigeria Recruitment 2024/2025 Application Form Portal | · Chevron Nigeria's recruitment 2024 application procedure is here. Are you interested in the Chevron Nigeria Limited recruitment? Chevron Nigeria is calling on suitably qualified candidates to apply for the 2024 rec ...


  • CHEVRON NIGERIA LIMITED Verified Company Bauchi, Nigeria Full time

    Chevron Nigeria Recruitment 2024/2025 Application Form Portal | · Chevron Nigeria's recruitment 2024 application procedure is here. Are you interested in the Chevron Nigeria Limited recruitment? Chevron Nigeria is calling on suitably qualified candidates to apply for the 2024 rec ...


  • Creative Associates International Bauchi, Nigeria Full time

    ABOUT THE COMPANY · Creative Associates International is a dynamic, fast-growing global development firm that specializes in education, economic growth, democratic institutions and stabilization. Based in Washington, D.C., Creative has a field presence in more than 15 countries w ...

  • Malaria Consortium

    Field Assistant

    1 month ago


    Malaria Consortium Bauchi, Nigeria Full time

    Scope of work · The role of LGA Field Assistant assist the quality implementation of delivery of SMC services at the community level by HFW/supervisors and CHWs through the timely delivery of SMC commodities and supplies and documentation of program activities. He/she interacts w ...

  • Innovations for Poverty Action (IPA)

    Procurement Intern

    3 weeks ago


    Innovations for Poverty Action (IPA) Bauchi, Nigeria Full time

    ABOUT THE COMPANY · Innovations for Poverty Action (IPA) is an international non-profit research organization dedicated to discovering and promoting effective solutions to global poverty problems. IPA works in partnership with development partners and academic researchers to crea ...

  • UNICEF

    Health Specialist,

    1 month ago


    UNICEF Bauchi, Nigeria Full time

    ABOUT THE COMPANY · UNICEF was created with a distinct purpose in mind: to work with others to overcome the obstacles that poverty, violence, disease and discrimination place in a child's path. We advocate for measures to give children the best start in life, because proper care ...