Location:

Niamey, Niger
Salary:

negotiable / YEAR
Job type:

FULL_TIME
Posted:

2 months ago
Category:
Deadline:

21/08/2024

JOB DESCRIPTION

JOB DETAILS

The UNICEF Office in Niamey supports the government’s efforts to improve the situation of children, and in general to achieve sustainable development goals. The Operations section and more precisely the Administrative Unit provides high quality services in support to the implementation of programmes and projects efficiently and effectively, so that the actions of UNICEF have a positive and real impact on the populations. It is to meet this goal that UNICEF is looking for an Administrative Service Associate to facilitate the operational transactions linked to travel and different administrative tasks for the office as well as the staff members.

How can you make a difference?

The Administrative Services Associate will work under the general supervision and guidance of the supervisor, the Administrative Office, and will be responsible for coordinating and preparing the travel of staff members, dependents, consultants and participants to meetings, including the issuance of Travel Authorization, preparation of travel documents and visas. Also, assisting in the administrative support functions related to the maintenance of office premises and equipment and cutting abroad variety of procedural and specialized administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

1. Coordinate and monitor travel processes. Travel includes official mission, repatriation, transfer, home leave, family visit, education grant travel for staff members and dependents, and arrangements for consultants, candidates and other official travelers. Verify itineraries, routings and ticket costs, and request price quotations from travel Agent. Recommend most economical rate available, taking into account the official itinerary as set forth in the UN/UNICEF regulations.

2. Review travel requests to guarantee proper completion and resolve problems between the travel agency and the traveler in cases where there is a conflict between traveler’s plans and the authorized entitlements by explaining to the staff member the pertinent regulations and rules and by suggesting various alternatives.

3. Analyze, examine and investigate all travel claims. Examine travel claims for accuracy and conformity to authorization prior to final settlement, when required. Verify that travel has taken place in accordance with the Travel Authorization by checking approved itinerary against actual travel:

– Check stopovers, whether official or personal

– Check whether official vehicles were provided

– Verify that approved DSA rates are in accordance with ICSC DSA circular in effect at time of travel

– Ensure that personal days have not been included in DSA calculations

– Ensure Travel Claim is accompanied by supporting documentation

– Review any additional expenditures which are not part of the original entitlement such as hotel coverages, airport taxes, official telephone bills and excess baggage charges to ensure they fall within UNICEF guidelines

– Deduct travel advance amounts indicated on the original Travel Authorization from settlement

– Request refunds of cancelled tickets or unused portions of tickets to ensure that all credits due to the Organization are received in a timely manner

– Enter travel transaction in VISION

4. Monitor the travel authorizations through the Organization software, follow up their timely certification and close them. Certify travels in VISION on behalf of drivers and other Operations staff.

5. Monitor security conditions through Personnel Policy and Services Section, and Security Bulletins. Ensure UN or appropriate clearances are obtained prior to releasing Travel Authorization.

6. Assist staff members and their dependents by processing requests for visas and other personnel-related documents. Prepare requests for visa or invitation letter to facilitate the entry visa for consultants and any other official request for visa. Brief and assist arriving and departing staff on basic administrative procedures and requirements, i.e. shipment and insurance of personal effects, liability claims as well as in identification, arrangement and selection of staff housing. Keep supervisor abreast of potential problem areas, identify and suggest solutions. Prepare reports and correspondence on administrative matters.

7. Arrange meetings and travel arrangements. Utilize appropriate organizational software for various arrangements. Ensure accuracy of calendars and planners. Assist in the identification improvements in the capacity of travel arrangements.

8. Assist in the maintenance of Office premises and equipment. Assist in the follow-up actions necessary for cleaning services, maintenance of premises, maintenance and repair of office equipment with the limit of authorized requisitions. Performs any other duty assigned by the supervisor and/or the Chief of Operations.

9. 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.

10. Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.

11. 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.

12. Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.

13. Monitors travel certification and report back to the team.

To qualify as an advocate for every child you will have

Minimum requirements:

Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.

Work Experience: At least 6 years of relevant work experience in administrative or clerical work is required. Travel administration experience is highly desirable. Previous hands-on experience in planning, organizing and delivering administrative support services is highly desirable. Work experience with emergency situation is an asset. Knowledge of UN/UNICEF’s rules, regulations and procedures is considered an asset.

Language Requirements: Fluency in French is required. Knowledge of another official UN language or a local language is an asset.

Desirables: