Administrative Assistant, GS-4, Fixed Term, Nairobi, Kenya at UNICEF

Job description

Under the direct guidance of the Supply & Logistics (S&L) Manager, the incumbent supports the section with the main administrative tasks, such as providing minutes for section meetings, facilitating all travel and leave requests with each supervisor, as well as supporting all CRC related activities, as well as invoice payments monitoring.

How can you make a difference?

• Provides administrative support to the Supply and Logistics unit working on and monitoring/updating the Section’s work plan budget, leave plan, attendance records and travel Plan.
• Arranges meetings, both internal and external, some involving high-ranking officials, and takes minutes and/or summary reports.
• Arranges appointments and maintains the Supply Unit diary. Receives visitors, places and screens telephone calls and answers queries with discretion.
• Coordinates all CRC related activities as support to the Secretariat (Supply Manager), including meeting’s invitation to all members and Chair, updating the
• Members attendance plan, taking minutes of each meetings and updating the CRC tracking sheet on a weekly basis.
• Maintains an invoice tracking sheet updated on a weekly basis, supporting programme sections for early payments processing once invoices are available.
• Liaises with and maintains smooth working relations with Senior officers, Admin/Finance and HR Units in the administrative support services.
• Organizes travel arrangements for the Supervisor and staff members in the Supply Unit and performs liaison functions with other units.
• Organizes and maintains policy and confidential files; manages appropriate filing system for the Procurement subunit, while supporting the Logistics subunit in this respect where necessary.
• Performs any other duties as may be assigned.

To qualify as a/an [champion or advocate] for every child you will have

• Education: Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.
• Experience: A minimum of 4 years of progressively responsible administrative or clerical work experience is required.
• Language: Fluency in English and local language of the duty station is required.

Core competencies

• Communication
• Working with people
• Drive for results

Functional Competencies

• Analyzing
• Learning & Researching
• Planning and organizing
• Following Instructions and Procedures

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified candidates from all backgrounds to apply.