Vacancy Announcement: Administrative Associate

6 months ago

India UNICEF Full time

**Job no**: 565129

**Contract type**: Fixed Term Appointment

**Duty Station**: New Delhi

**Level**: G-6

**Location**: India

**Categories**: Administration

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

**Click here to learn more about what makes us proud working for UNICEF**

**How can you make a difference?**

If you are a committed, creative professional and are passionate about making a lasting difference for children in the world's thereby ensuring a better future for every child, this is the chance to make a difference.

**For Every Child, AN ADVOCATE...**

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

**Job organizational context**:
The Administrative Associate is accountable for both specialized and procedural communications, operational and administrative support services for the Office.

**Purpose of the job**:
Under the supervision and guidance of the Administrative Officer, the Administrative Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

**Major duties and responsibilities**:
**Office Asset, Records Planning and Management (specialized)**
- Responsible for receipt and inspect all incoming Assets/ materials and reconciles with purchase orders; proper storage, recording and bar-coding /tagging, distribution of all consumable office supplies and equipment. Maintain minimum stock levels of consumable items.
- Identify unserviceable and surplus equipment and prepare proposal for Property Survey Board (PSB) action. Undertake follow-up and disposal actions on PSB approved items within timeline.
- Maintain and regularly update the inventory records of all Assets and Low value Items at ICO, carry out physical verification, ensure timely submission of year-end statement from ICO and State Offices to HQ.
- Issue and reconcile gate pass with movements of goods. Maintain and should have full control of movement of items from UNICEF ICO including periodic report.
- Reviewing the request for archival of records from concerned section/units, coordinating with offsite archival center for archival of official records of ICO as per the requirement and acting as focal person for archival, retrieval and disposal of office records as per the request from section.
- 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.

**Transport and Travel Management**
- Responsible for management of Official Vehicle fleet, assign duties to drivers and monitor movement of vehicles. Ensure smooth functioning of Vehicle Tracking Devise and the fleet booking app for un-interrupted service.
- Update and maintain list of ICO vehicles review the logbooks, monitor mileage for official and personal use and prepare monthly reports.
- Ensure regular maintenance of vehicles through daily checking by drivers, regular timely servicing, and detailed vehicle records. Also responsible for payments for petrol/diesel and charges for maintenance of office vehicles.
- Responsible for procurement of official uniform for drivers.
- Liaise with transporter / LTA taxi hiring agency and arrange transport facility for workshops / conferenc

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