VACANCY NOTICE NO 15/02
Title Administrative and HR Assistant
Duty Station Maseru
Contract Type Fixed Term
Start date 4 January 2016
Job Level GS4
Closing date 02 October 2015
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. Applications are hereby invited from suitably qualified candidates for the Fixed-Term (FT) position of Administrative and HR Assistant in UNICEF Lesotho.
Major duties and responsibilities:
_ Prepare administrative procurement requests (e.g. stationery and office supplies, photocopier and computer consumables, office maintenance supplies) & liaise with IT assistance to supervisor’s signature, following procurement regulations. Maintains updated inventory of all office supplies & follow up with supply assistant for procurement process
_ Follow up on general maintenance of the office in liaison with senior IT Assistant for maintenance and repair of all office equipment (photocopiers and Furniture). Explore local market for best suitable equipment maintenance contractor and submits proposal to supervisor. Perform physical count of fixed assets and compile a report for submission to Admin/Finance Officer.
_ Arrange for hotel bookings and control for use of UNICEF board rooms. Arrange entry visas, extended visa, and residence permits and diplomatic IDs for incoming staff and their dependents and consultants.
Arrange with Department of Transport exchanging of foreign driver’s license for eligible staff.
_ Receive all incoming invoices and mail, open all non – confidential mail, registers and passes to respective staff for action and distribution. Operates fax and scanner machines transmitting and receive messages. Open label new fi les and close new old fi les for achieves, as assigned in the area of work.
Prepare and dispatch official DHL courier, including medical claims
_ Advice and informs all staff on the correct application and interpretations of UN/UNICEF personnel rules, regulations, procedures and policies in liaison with Operations Officer. Assists the Local Learning and Training Committee in the identification of training needs, preparation of training proposals, arrangements for implementation and evaluation of impact on staff /office performance.
_ Assist in the recruitment process of national professional officers, general service, and temporary staff according to UNICEF rules, regulations, procedure and policies. Assist with the internal and/or external advertisement (s) and, in consultation with supervisors, undertakes the shortlisting of the candidates for selection Panel/CRB reviews and assist in preliminary interviews.
_ Assist and follow – up on the completion of the orientation checklist to newly arrived staff on personnel and administrative procedures and requirements (payments, opening of bank accounts), and international staff personal entitled in the country. Follows-up on the processing of these entitlements and documentation with the relevant ministries, and other appropriate institutions
_ Follow – up with staff on completion of performance evaluation (PAS, e – PAS) as per set deadlines.
Maintains Personnel Unit Filing system, ensuring especially that all personnel fi les are up-to-date with required information and documentation
Qualifications and Experience Required:
a) Educational qualifications: Completion of Advanced diploma in business administration, public administration, Human Recourses or in the related discipline
b) Work Experience: Four years’ experience in the area of Administration with progressively increased level of responsibilities in clerical and administrative work.
c) A completed university degree from an accredited institution (i.e. degree certificate in-hand) will be counted towards the minimum work experience requirements
d) Languages: Fluency in English
Competencies:
_ Good judgement, initiative, high sense of responsibility, tact and discretion, and sensitive to different cultures.
_ Good analytical, negotiating, writing, communication skills and reporting to relevant colleagues on timely manner.
_ Computer skills, including internet navigation and various office applications.
Interested candidates should submit their detailed applications with Curriculum Vitae, certified copies of certificates and signed P11 form which can be downloaded at http://www.unicef.org/about/employ/files/P11.doc), quoting Vacancy Notice No. 15/02 by post to:
Human Resources
UNICEF
Private Bag A171
Maseru 100
Only short-listed applicants will be acknowledged.
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.
UNICEF IS A NON-SMOKING ENVIRONMENT.
NO FEES: UNICEF DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS
(APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING).
Duty Station Maseru
Contract Type Fixed Term
Start date 4 January 2016
Job Level GS4
Closing date 02 October 2015
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. Applications are hereby invited from suitably qualified candidates for the Fixed-Term (FT) position of Administrative and HR Assistant in UNICEF Lesotho.
Major duties and responsibilities:
_ Prepare administrative procurement requests (e.g. stationery and office supplies, photocopier and computer consumables, office maintenance supplies) & liaise with IT assistance to supervisor’s signature, following procurement regulations. Maintains updated inventory of all office supplies & follow up with supply assistant for procurement process
_ Follow up on general maintenance of the office in liaison with senior IT Assistant for maintenance and repair of all office equipment (photocopiers and Furniture). Explore local market for best suitable equipment maintenance contractor and submits proposal to supervisor. Perform physical count of fixed assets and compile a report for submission to Admin/Finance Officer.
_ Arrange for hotel bookings and control for use of UNICEF board rooms. Arrange entry visas, extended visa, and residence permits and diplomatic IDs for incoming staff and their dependents and consultants.
Arrange with Department of Transport exchanging of foreign driver’s license for eligible staff.
_ Receive all incoming invoices and mail, open all non – confidential mail, registers and passes to respective staff for action and distribution. Operates fax and scanner machines transmitting and receive messages. Open label new fi les and close new old fi les for achieves, as assigned in the area of work.
Prepare and dispatch official DHL courier, including medical claims
_ Advice and informs all staff on the correct application and interpretations of UN/UNICEF personnel rules, regulations, procedures and policies in liaison with Operations Officer. Assists the Local Learning and Training Committee in the identification of training needs, preparation of training proposals, arrangements for implementation and evaluation of impact on staff /office performance.
_ Assist in the recruitment process of national professional officers, general service, and temporary staff according to UNICEF rules, regulations, procedure and policies. Assist with the internal and/or external advertisement (s) and, in consultation with supervisors, undertakes the shortlisting of the candidates for selection Panel/CRB reviews and assist in preliminary interviews.
_ Assist and follow – up on the completion of the orientation checklist to newly arrived staff on personnel and administrative procedures and requirements (payments, opening of bank accounts), and international staff personal entitled in the country. Follows-up on the processing of these entitlements and documentation with the relevant ministries, and other appropriate institutions
_ Follow – up with staff on completion of performance evaluation (PAS, e – PAS) as per set deadlines.
Maintains Personnel Unit Filing system, ensuring especially that all personnel fi les are up-to-date with required information and documentation
Qualifications and Experience Required:
a) Educational qualifications: Completion of Advanced diploma in business administration, public administration, Human Recourses or in the related discipline
b) Work Experience: Four years’ experience in the area of Administration with progressively increased level of responsibilities in clerical and administrative work.
c) A completed university degree from an accredited institution (i.e. degree certificate in-hand) will be counted towards the minimum work experience requirements
d) Languages: Fluency in English
Competencies:
_ Good judgement, initiative, high sense of responsibility, tact and discretion, and sensitive to different cultures.
_ Good analytical, negotiating, writing, communication skills and reporting to relevant colleagues on timely manner.
_ Computer skills, including internet navigation and various office applications.
Interested candidates should submit their detailed applications with Curriculum Vitae, certified copies of certificates and signed P11 form which can be downloaded at http://www.unicef.org/about/employ/files/P11.doc), quoting Vacancy Notice No. 15/02 by post to:
Human Resources
UNICEF
Private Bag A171
Maseru 100
Only short-listed applicants will be acknowledged.
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.
UNICEF IS A NON-SMOKING ENVIRONMENT.
NO FEES: UNICEF DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS
(APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING).
