Administrative Assistant

General

Description of assignment title
Administrative Assistant

Assignment country
Ghana

Expected start date
01/10/2024

Sustainable Development Goal
10. Reduced inequalities

Volunteer category
National UN Youth Volunteer

Host entity
UNICEF

Type
Onsite

Duration
12 months
(with possibility of extension)

Number of assignments
1

Duty stations
Accra

Details

Mission and objectives
The Child Protection Programme of UNICEF Ghana is committed to ensuring that by 2022, girls and boys in Ghana, especially the most disadvantaged, increasingly benefit from an equitable and integrated child protection system that better protect them from violence, abuse, exploitation and neglect. The system is focus on the establishment of effective structures, functions and capacities that can prevent and respond to all child protection issues. It also seeks to integrate the actions of families (and children including adolescents), communities, formal and informal laws and practices together to protect children. To achieve these, strategic investments are made to: i) Bringing relevant policy, legal and regulatory framework in line with international standards and good practices ii) strengthening the capacity of formal and informal service providers actors to prevent and respond effectively to protection issues; and iii) supporting interventions aimed at behavioural and social change among girls, boys, families and communities.

Among all children, adolescent girls in Ghana are disproportionately affected by child protection concerns, including exposure to gender discrimination, child marriage and female genital mutilation/cutting, sexual violence, unsafe migration and trafficking, among others. The purpose of the proposed UNV assignment is to provide assistance to the Child Protection section of UNICEF Ghana in further developing and strengthening its interventions for better protection of adolescent girls, by working closely with particularly vulnerable group of girls, their families and communities, service providers and other key local and national stakeholders.

Context
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 to-wards 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.
Purpose for the job:
Under the supervision and guidance of the supervisor, the Administrative Assistant is re-sponsible 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.

Task description
Premises, Assets and Office supplies data management
Supports management of administrative supplies, office equipment, including distribution to staff and updating inventory of items.
Prepare Monthly inventory reports of the office supplies.
Support the arrangement and supervision of daily premise maintenance works when required.
Maintain and update inventory of office property in vision and in Excel for as-sets not recorded in Vision (Air conditioners, water dispensers etc.
Monthly report on consumable stocks by ensuring accuracy and matching of records both in the excel and Tally card.
Follow up with the Pouch and incoming/out going mails and report to the supervisor.

Events/ Meetings/Logistics
Support internal events/logistics arrangement including conference bookings.
Maintains office calendar and arranges meetings related to the unit.
Takes minutes of meetings, ensuring accuracy, attention to detail, and coherence.

General Administrative duties
Receive and record invoice in the invoice tracker, process for approval and scan
invoices where required.
Follow up and follow through with both the section and the Finance on payment of the invoice.
Establishes and maintains the office filing and reference systems, both manual and digital.
Provide any other general administrative support where required.

Eligibility criteria

Age
18 - 80

Nationality
Candidate must be a national or legal resident of the country of assignment.

Requirements

Required experience
3 years of experience in data entry and management, data analysis, report generation, management, planning, monitoring, involvement in data collection and analysis is an asset.
• Excellent oral and written skills; excellent drafting, formulation, reporting skills.
• Accuracy and professionalism in document production and editing;
• Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including vendors and authorities at different levels;
• Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel;
• Solid overall computer literacy, including proficiency in various Microsoft Office applications (Excel, Word, among others), email, and internet; familiarity with database management; and office technology equipment;
• Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines;
• Desirable: Experience in asset management.
• Sound security awareness; is a plus
• Have affinity with or interest to promote the rights of every child, everywhere, in everything he/she does to drive positive impact for children.

Area(s) of expertise
Administration, Business management, Logistics and Inventory

Driving license
-

Languages
English, Level: Fluent, Required

Required education level
Bachelor degree or equivalent in Business Administration, Finance, Economics or Public Administration.

Competencies and values
. UNICEF values and competency Required (based on the updated Framework)
i) Core Values
• Care
• Respect
• Integrity
• Trust
• Accountability
ii) Core Competencies
• Demonstrates Self Awareness and Ethical Awareness (1)
• Works Collaboratively with others (1)
• Builds and Maintains Partnerships (1)
• Innovates and Embraces Change (1)
• Thinks and Acts Strategically (1)
• Drive to achieve impactful results (1)
• Manages ambiguity and complexity (1)

Other information

Living conditions and remarks

The UN Volunteer will be based in Accra, Ghana which is currently classified as hardship category B and a family duty station. At sea level, the climate of the country is tropical-hot and humid with average yearly temperatures of about 27oC (80oF) and little daily variation. At the interior's higher altitudes, the average yearly temperature is 20oC (68oF), and nights are generally cool. Annual rainfall varies from 500 centimetres (200 in.) on the southwestern slopes to 100 centimetres (40 in.) in the northern lowlands.
Food, household commodities and clothing can be found in shops and local markets at reasonable prices. Some commercial banks are operating in the country and Visa cards are accepted in very limited hotels.
You can check full entitlements at the duty station at https://app.unv.org/calculator.
The complete UN Volunteer Conditions of Service is available at https://explore.unv.org/cos.”

Inclusivity statement

United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Reasonable accommodation

UNICEF offers reasonable accommodation for UN Volunteers with disabilities. This may include, for example, accessible software, travel assistance for missions or personal attendants. We encourage you to disclose your disability during your application in case you need reasonable accommodation during the recruitment process and afterwards in your assignment.

Note on Covid-19 vaccination requirements

In addition to duty station-specific vaccine requirements, appointments are subject to confirmation of fully-vaccinated status against SARS-CoV-2 (Covid-19) with a World Health Organization (WHO)-endorsed vaccine, which must be met prior to taking up the appointment. It does not apply to UN Volunteers who will work remotely and are not expected to work on or visit UNICEF premises, programme delivery locations or directly interact with communities UNICEF works with, nor to travel to perform functions for UNICEF for the duration of their contracts.