Administrative Assistant, G-4, TA (364 days) #138112, Termez, Uzbekistan - ECAR

Apply now Job no: 595151 Contract type: Temporary Appointment Duty Station: Termez Level: G-4 Location: Uzbekistan Categories: Administration UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence. At UNICEF, we are committed, passionate, and proud of what we do for as long as we are needed. Promoting the rights of every child is not just a job – it is a calling. UNICEF is a place where careers are built: we offer our staff diverse opportunities for professional and personal development that will help them reinforce a sense of purpose while serving children and communities across the world. We welcome everyone who wants to belong and grow in a diverse and passionate culture, coupled with an attractive compensation and benefits package. Visit our website to learn more about what we do at UNICEF. How can you make a difference? The Administrative Assistant for the Termez Outpost is accountable for communications, operational and secretarial support services to enhance the smooth running of the team and its workflow. At the same time, he or she will provide reliable and safe driving services, demonstrating the highest standards of professionalism, discretion, integrity, sense of responsibility, excellent knowledge of protocol whilst ensuring compliance with local driving rules and regulations. Further, Admin Assistant demonstrates a client-oriented approach, courtesy, tact and the ability to work with people of different national and cultural backgrounds. Communications & Workflow Facilitates the communications and workflow of Termez Hub to enhance the efficiency and timeliness of operations and outputs. Establishes and maintains the office filing and reference systems and ensures the inter/intra-net websites are up-to-date and accurate. Calendar/Meetings/Correspondence Management/Attendance Maintains office calendar and arranges meetings. Takes minutes of meetings and keep the correspondence of the Hub well organized. Maintains and updates a system which monitors the absence of staff. 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/In Country Logistics Provides travel assistance to staff members 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. Assists in the preparation of budgets on travel costs and maintains travel plan and budgetary control records; Monitors travel certification and report back to the team. Provides input on the logistics, including advising on infrastructure constraints (e.g. customs clearance, port capacity, transport options and warehousing capacity). Keeps track of demurrages and detention charges. Negotiate with Airport/Port/Shipping Line for waiver of demurrage/detention charges whenever required. Goods Receipt/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. Undertakes receipt of consignments and dispatch of supplies. 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. Reliable and safe driving services for staff and officials Drives office vehicles for the transport of UN staff, officials, visitors and delivery and collection of mail, documents and other items. Meets official personnel and visitors at the airport and may assist with basic visa and customs formalities and arrangements when required. Maintenance of assigned vehicle and documentation of vehicle related information. Ensures vehicle is kept in good running condition at all times through addressing minor repairs, making arrangements for major repairs, timely changes of oil, check of tires, brakes, water levels, and car washing. Ensures availability of all the required documents/supplies including vehicle insurance, vehicle registration, vehicle logs, office directory, map of the city/country, first aid kit, and necessary spare parts in the assigned vehicle; keeps track of insurance and other formalities If you would like to know more about this position, please review the complete Job Description here: GS4 Admin Assistant Termez Hub (2).doc 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 along with a valid driver’s license and knowledge of local driving rules and regulations. Work Experience: A minimum of 4 years of relevant administrative or clerical work experience including two years of work experience as a driver with a safe driving record is required. Skills: MS Word, Excel, PowerPoint, SharePoint, administrative policies, planning, organizing, teamwork, information systems, prioritizing, confidentiality. Language Requirements: Fluency in English is required. Desirables Language: Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language Courses in administration or trainings in logistics are considered as assets. Relevant experience at country level, particularly in development, fragile settings and humanitarian contexts. For every Child, you demonstrate... UNICEF's Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values UNICEF Competencies Required For This Post Are… Builds and maintains partnerships Demonstrates self-awareness and ethical awareness Drive to achieve results for impact Innovates and embraces change Manages ambiguity and complexity Thinks and acts strategically Works collaboratively with others Familiarize yourself with our competency framework and its different levels. UNICEF promotes and advocates for the protection of the rights of every child, everywhere, in everything it does and is mandated to support the realization of the rights of every child, including those most disadvantaged, and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, minority, or any other status. UNICEF encourages applications from all qualified candidates, regardless of gender, nationality, religious or ethnic backgrounds, and from people with disabilities, including neurodivergence. We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF provides reasonable accommodation throughout the recruitment process. If you require any accomm