UNICEF Recruiting Now (5 Positions)

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world’s leading children’s rights organization would like to hear from you.

For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children’s survival, protection and development. The world’s largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.

Job Description

Job Title: Administrative Assistant (Travels)

Purpose of the Position

The incumbent of this position will contribute to the administrative support activities for effective and efficient programme delivery in the area of managing the transport unit and administering both local and international travels for Accra office and Tamale field office including Vision travel authorization and other system travel-related processes.

KEY ACCOUNTABILITIES and DUTIES / TASKS

Within the delegated authority and under the given organizational set-up, the incumbent may be assigned the primary, shared, or contributory accountabilities for all or part of the following areas of major duties and key end-results.

Booking and Ticketing

Contacts Travel Agents for quotations/bookings /ticket re-confirmations and ensures that the travel policies are strictly adhered to. Drafts all correspondence pertaining to all travel issues.

Travel Authorisation

Reviews all requests for travel, requests price quotations from travel agent, determines applicable class of travel, calculates number of days in travel status, and ensures security clearances are granted.
Issues travel authorization confirming accuracy of information for signature of supervisor and traveller.
Certifies all TAs for drives on completion of travel.

Payment for Tickets

Certifies Travel Agency invoices for payments.
Parks all outstanding bills for tickets on bi-weekly basis.
Ensures that a copy of signed TA is always attached and charged.
Arranges quarterly reconciliation of ticket payments with Travel Agents.

Driver Supervision/Transport

Prepares vehicle maintenance orders and vets all bills from Vendors/Garages for vehicle maintenance, etc
Supervises the drivers, ensuring quality control, timeliness and efficiency.
Assesses their performance and prepares their key assignments and PERs.
Recommends drivers’ annual leaves and drivers’ Safe driving Bonus.
Certifies drivers’ overtime.
Develops vehicle maintenance schedules, analyses fuel consumption and maintains the utilization records, recommends replacement plans for management review and PSB action.
Certifies Travel Agency invoices for payments.
Parks all outstanding bills for tickets on bi-weekly basis.
Ensures that a copy of signed TA is always attached and charged.
Arranges quarterly reconciliation of ticket payments with Travel Agents.
perform other tasks as may be assigned.

Qualifications of Successful Candidate

Education

Completion of Secondary School Education.
A diploma or university degree in business courses or other relevant disciplines will be an added advantage.

Work Experience

Five (5) years of experience in general office and administrative support or secretarial duties.
Ability to organise meetings and events

IT Skills

Computer literacy and the ability to effectively use standard office software tools and other office technology to create documentation, exchange and archive records, and maintain electronic filing systems.

Competencies of Successful Candidate

Core competencies