Monday, February 8, 2016

Administrative Assistant - UNICEF (Apply by: February 19, 2016)

JOB DESCRIPTION
Administrative Assistant, Hyderabad, Telangana

ADMINISTRATIVE ASSISTANT, GS 4, HYDERABAD
Closing date: 19 February 2016
If you are a passionate and committed professional and want to make a lasting difference for children, the world’s leading children’s rights organization would like to hear from you.
UNICEF, the world’s leading children’s rights organization working for the rights of children, seeks a fixed term appointment for the post of Administrative Assistant.
PURPOSE OF THE POST
Provide administrative support to the office and carry out a range of tasks related to internal programme administration as assigned.
MAJOR DUTIES AND RESPONSIBILITIES
1. Manage Travel in Vision/Travel to Field, facilitate travel arrangements for staff and monitor relevant LTAs/Contracts, process payments to vendors. Raising Purchase Requisition, GRN in VISION for all the admin related requirement goods and service requirements.
2. Responsible for maintenance of records for Inventory in Vision and coordinate regularly to carry out physical verification, tagging of inventory and placing inventory cards on each and every location in the office; PSB disposal and maintain proper records.
3. Provide logistic support in workshop /events /conference / seminars by getting competitive rates with hotel booking, arranging/prepositioning workshop materials including compilation of conference materials, preparation of kits, follow-up on participation, on-site facilitation tasks, and related follow-up action. Coordinate with other colleagues in the office to facilitate efficient workflow, participate in relevant meetings and undertake follow-up as required.
4. Vendor Management and communication (Third party ancillary staff, Long Term Agreement/AMC vendors of stationary, printing and security) maintenance of office & IT equipment’s and maintenance of building (Housekeeping).monitor the work of the ancillary staff. Assist the Operations officer in sending Security Report on daily, monthly and quarterly basis. Assist the Operations officer in MOSS and MORSS compliance issues.
5. Establishing rate cards/LVPOs and solicitation process. Monitor usage of Operations supplies and ensure availability of goods and services for the office and for workshops/conferences organised and initiate procurement action for all goods. Ensure that contracts for housekeeping, security etc are raised on time and contracts monitored closely.
6. Within the office-wide system, responsible for the filing/retrieval and reminder systems, relevant to the assigned programmes/projects and for the maintenance and circulation of the Chrono and other relevant documents.
7. Regular checking of the log book, assigning duties to the driver, maintenance and upkeep of the office vehicle.
8. Perform other duties as assigned from time to time, and coordinate with other colleagues, support to other programme support staff.

QUALIFICATIONS, SKILLS AND COMPETENCIES
1. Education
Completion of secondary education required. Specific additional training in secretarial skills, including computer based applications is an asset.
2. Work Experience
Minimum 4 years’ of progressively responsible administrative or clerical work experience is required.
3. Language Proficiency 
Fluency in English is required. Knowledge of the local working language of the duty station is an asset.
If you meet the above mentioned requirements, please send the following documents to aah-unicef@sams.co.in by 19th February 2016:
• A completed and signed Personal History form (P-11) - mandatory
• An updated CV
• A letter of motivation
The Personal History form (P-11) should be which can be downloaded from http://www.unicef.in/Careers. Completion of all fields is required.
In order to ensure that your application is sorted correctly, please clearly mention the title and location of the post in the subject line of your e-mail/application. Only applications of short listed candidates will be acknowledged. This vacancy is open to Indian Nationals only.
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 organizations.
UNICEF does not charge a fee at any stage of the recruitment process including application, interview, meeting, traveling, processing, training etc.

UNICEF is a non-smoking working environment.

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