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Administrative Associate UNICEF 2023

  • Deadline: Sep 21, 2023

  • Qualification (Education): Graduate

  • Experience Required: 6-10 Year

About Job Profile

Support and office management

Contribute to the planning and management of resources available with the section following the principles of Value for Money and Results Based Budgeting for effective implementation of programme and optimum utilization of funds.

Primary Responsibilities include

  • Facilitate the preparation of Rolling Work Plans and associated budgets through results-based budgeting processes.
  • Support in the preparation of fund allocation plan for the programme sector based on the resource envelope and donor conditionality and ensure timely allocation of funds.
  • Generate fund utilization reports and present analysis for the optimal utilization of resources.
  • Ensure that expiring grants are fully utilized before expiry.
  • Process transactions in VISION in accordance with the policies and procedures.
  • Monitor open documents in VISION and take timely action to ensure proper utilization of funds and closure of documents.
  • Support in the preparation of fund allocation plan for the programme sector based on the resource envelope and donor conditionality and ensure timely allocation of funds.
  • Coordinate to prepare of partnership agreements and lead the process of HACT implementation.
  • Coordinate with Section Chief and Specialists to prepare partnership agreements as per the guidelines by ensuring proper documentation for review.
  • Ensure that funds are released to Implementing Partners (IPs) on time, follow up for timely liquidation of outstanding advances and scrutinize submissions.
  • Coordinate to prepare HACT plan, monitor assurance activities as per the HACT protocol and advise colleagues in the section for compliance. Prepare quarterly HACT reports.
  • Coordinate/conduct micro assessments and spot checks and undertake capacity building activities and other risk control measures.
  • Prepare training material and conduct exercises pertaining to HACT related processes and procedures for partners.
  • In consultation with M4R and Supply & Procurement Section, coordinate PSEA Assessments and other risk control measures of the new implementing partners.
  • Support the Section in preparing SMART Terms of References and managing contracts.
  • Support in the preparation of the ToRs with appropriate budget and related documentation for hiring institutions and individuals necessary for effective programme delivery.
  • Co-ordinate in the preparation of supply plan and periodically update and share with S&P Section.
  • Support the Section in contracts management, timely payment to vendors and closure of contracts.
  • Support to programme monitoring and reporting of results.
  • Assist monitoring of programme activities by collating a variety of records/reports such as fund management report, fund utilization report for donor reports through insight and Carry out Follow up on recommendations emanating from field visits and programme reviews of various states and prepare action taken reports based on inputs from states.
  • Provide administrative support to the Section for effective and efficient management.
  • Assist the chief of section to identify appropriate funds for respective posts and provide Funding Certificates for new positions/extension of staff contracts.
  • Assist the chief of section in administrative work, support with appointments and reports.
  • Support the section in organizing workshops, meetings, conferences, and events in collaboration with Admin Section/contractors.
  • Assist with documenting discussions and follow up actions of key meetings.
  • Collate leave/travel plan and maintain leave records for all staff in the section.
  • Prepare the fund forecast and share with finance quarterly.
  • Support updating, maintenance and sharing of section/network internal and external resources - ECM, website, social media and Weshare.
  • Drafts and review ToRs (Terms of Reference) for content production and other relevant programmes.
  • Provide support to manage Long Term Agreements (LTA) and assigns service providers and individual vendors in consultation with the LTA supervisor.
  • Monitors and responds to brand email address.
  • Be responsive to regular requests of support and guidance from colleagues and partners.
  • Maintain a document repository for the sector and ensure quality of reports.
  • Maintain information management system for sectoral data to monitor progress against intended results. Analyze complex data sets and information for easy understanding and present as per requirements
  • Provide oversight in terms of adherence to quality checks and deadlines for donor reports by States and Section and provide inputs for the same. Guide state offices on donor conditionality.
  • Support capacity development of UNICEF programme section and corresponding network staff and partners on UNICEF administrative and finance processes.
  • Conduct short orientation/training sessions, including refresher trainings, on processes, RBM principles, fund management systems and tools, use of VISION, as necessary.

Knowledge, Skills and Abilities:

  • Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
  • Experience:
  • A minimum of 6 years of relevant administrative and programme support functions work experience is required.
  • Language:
  • Fluency in English is required. Knowledge of another UN language or local language including Hindi is considered as an asset.

Other Information:

Job Functions

  • Salary Range: NA LPA

  • Employment Type: Full Time

  • Work Mode: Work from Office

How to Apply

If you are interested in taking up the role, please apply through this link.

If you qualify and are interested in taking up the role, please apply through this link.

Apply Now
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UNICEF

  • State: Delhi

  • City: New Delhi

About Organisation

UNICEF works in the world’s toughest places to reach the most disadvantaged children and adolescents – and to protect the rights of every child, everywhere. Across more than 190 countries and territories, we do whatever it takes to help children survive, thrive and fulfill their potential, from early childhood through adolescence.

The world’s largest provider of vaccines, we support child health and nutrition, safe water and sanitation, quality education and skill building, HIV prevention and treatment for mothers and babies, and the protection of children and adolescents from violence and exploitation.

  • State: Delhi

  • City: New Delhi

Contact Details:

Contact Phone: 1124690401

Contact Email: newdelhi@unicef.org

Date of Posting/Posted On: Sep 12, 2023
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