PURPOSE OF THE POST
Under the supervision and guidance of the Sr. Admin/Finance Assistant, provide all Administrative Services for UNICEF Sindh Provincial Office.
MAJOR DUTIES AND RESPONSIBILITIES
Routine Admin/Finance : Scrutinizes in a timely and well scheduled manner all financial claims (eg staff travel claims, utility payments, invoices, fuel and office supplies, private claims (on office services eg mobile, transport use), MOU rentals, subcontracts etc. as assigned by the Supervisor for approval by OM and CFO. Verifies against rules and regulations and raises timely payment requests for processing by Finance. Coordinates with Supply for relevant transactions. Ensures proper recording and thorough follow up of payments to vendors and staff in PROMS. Provides weekly status reports to Supervisor and OM on outstanding TAs and payments. Displays initiative on economy measures on the administration of UNICEF resources.
Premises : Ensures thorough maintenance and repair of office assets (furniture, fixtures, equipment) and upkeep of premises through regular recorded premise inspections. Responsible for the clean and sprightly image of premises. Reports promptly to OM all matters that need rectification. Facilitates the integrity and security of premises and assets. Supervises and certifies all external contractual arrangements (eg janitorial, water supply, electrical/a-c/workmanship contracts, LTAs) related to premise administration and upkeep.
HR : Acts as HR Coordinator for Sindh Office. Prepares and maintains all confidential documentation related to PER submissions, reformulates and maintains uptodate JDs, liaises with staff on all entitlements. Regularly shares and briefs staff on new HR policies and entitlements as Training Coordinator, organizing training when necessary. Maintains accurate cross-checked leave records of all staff and makes timely submission to CO. Assists OM on interpretation on HR rules and regulations. Facilitates HR tests and interviews.
Transport : Controls, schedules and supervisors all office transport resources (vehicles and drivers). Responsible for optimal scheduling of staff travel requests viz fleet and conducts random checks of log books and vehicle medical kits. Supervises and controls the use of rental transport services, reporting to OM on deviations and improper use. Reviews and reports regularly on fuel usage of transport/generators and controls OT consumption of drivers. Arranges adequate IT/language training support for drivers.
Travel : Arranges for staff travel (ticketing, visas, security clearance) and facilitates Local Travel Authorisations for drivers. Regularly briefs staff of latest travel policies and procedures (local and international) and prepares international travel documentation in a timely manner in coordination with CO. Supervises Administration Assistant (GS 2) in related travel requests and transport..
Petty Cash : Custodian of Petty Cash: monitors all cash requests, properly documents and disburses according to UNICEF rules in a timely way, replenishing promptly as needed under the guidance of Supervisor.
Inventory :Acts as Focal Person on the recording and monitoring of Non-Expendible Property (NEP) and conducts physical checks. Formulates and coordinates accurate tabulations of same and timely input into UNICEFs computer system. Recommends and prepares reports on disposable items and submits to PSB. Carries out PSB recommendations.
Logistics : Supervises Admin Assistant (GS2) and supports administrative and logistical arrangements for UNICEF workshops/meetings/conferences with initiative. Formulates LTAs for such events for greater transparency.
Office Supplies : Supervises and delegates tasks as necessary to supervisees under the guidance of Supervisor. Reviews proper forecasting , purchasing, secure stocking and economical disbursement of office stationary and consumable supplies in conjunction with Registry Assistant.
Communications : Ensures all office communication channels and ICT resources are well maintained. Controls staff usage of fax, telephone, photocopier, mail, courier services. Recommends improvements. Arranges relevant training to supervisees and drivers. Assigns related in-office desk duties to drivers as Registry Assistants backup.
Record Keeping : Responsible for proper and safe archiving and storage of office records in an accessible and auditable way.