Administrative Assistant (Travel)

The UNICEF Malawi Country Programme (2024-2028) works through a One-UN approach based on the new United Nations Sustainable Development Cooperation Framework (UNSCDF) Strategic Priorities. 2024-2028).  All four strategic priorities of the UNSCDF2024-2028 hold significance to UNICEF and the priorities identified for children: i) Economic Development, ii) Governance, iii) Human Capital Development, and iv) Climate Change. UNICEF co-leads the further elaboration and results in developing the Human Capital Development strategic priority. The intent of the UNICEF CPD 2024-2028 is fully aligned with these priorities, which are also directly linked to the pillars of Malawi Vision 2063, and the Malawi Implementation Plan (MIP, 2030). To this extent, UNICEF’s strategy for the CPD includes Child Survival and Development (Health, Nutrition and WASH), Education, Learning and Child Protection, Social Policy (Social Protection and Public Finance for Children), Gender Equality, Inclusion and Innovation within a robust evidence-informed environment. These are focus areas under the Human Capital Development Enabler of the MIP (2030). The Country Programme envisages the progressive fulfilment of the rights to survival, development, education, protection and participation of all children, including adolescents, especially the most vulnerable and those at risk of being left behind, in an inclusive, resilient and protective environment. Besides Malawi’s 2063 vision and 2021–2030 implementation plan (MIP), the African Union’s Agenda 2063; UNICEF’s Strategic Plan, Gender Action Plan III, Innovation Strategy; and the SDGs. The country programme includes child survival and development, learning, skills development and protection, and social policy. All components are supported by the programme and operational effectiveness and efficiency imperatives. Risk-informed programming across the humanitarian and development nexus in all three outcome areas will strengthen disaster preparedness, enhance climate adaptation/mitigation and response, and increase the resilience capacity of institutions, communities and young people. Programming aligns with UNICEF Core Commitments for Children in Humanitarian Action and the Inter-Agency Standing Committee’s Transformative Agenda.

The Administration Unit provides continuous and reliable generalist administrative services and efficient support to its clients to shoulder the strengthening of the overall programme and operations effectiveness. A well-rounded administration unit is critical to an employee-oriented, healthy, and safe workplace in which its staff members are energized, engaged, satisfied and productive. As a key member of the Administration team, the Administrative Assistant Travel, you will be at the forefront of providing efficient and cost-effective travel administration, protocol and controls support services.

How can you make a difference?

The Malawi Country Office offers an exciting and rewarding career opportunity for you to join our dynamic administration team.  Are you looking for your next administration management challenge?  Look no further, the position of Administrative Assistant (Travel) might just be the right fit for you.

As Administrative Assistant l, you would be responsible for executing various routine travel and general administrative tasks for the unit. Your role would involve providing procedural and specialized travel administrative support services, requiring a comprehensive understanding of UNICEF administrative procedures, processes, and policies on travel. Under the guidance of the Administrative Officer, you would be responsible for ensuring efficient and cost-effective travel administrative, protocol and control support services in compliance with the organization’s policies and regulations.

This position therefore offers a unique opportunity for a qualified, motivated, and committed individual to make a significant contribution to the overall achievement of transformative results for children by delivering on the following key responsibility areas, but not limited to:

• Appropriate and consistent interpretation and application of travel administrative policy and procedures are timely implemented to support operations at the country level.
• Ensure timely review of Travel Authorization (TAs) for international and local travel upon requests received and prepare amendment to TAs as required.  This includes maintaining the TAs register and travel plans and indicate details of all travel.
• Facilitate flight bookings, issuance of tickets, hotel reservations and pick-ups from and drop-offs from the airport for arriving and departing UNICEF personnel.
• Ensure timely and effective calculations of travel claims, settlement of the same and review related documents for completeness before further submission for further processes.
• Appropriate follow-up and verification of invoices from Travel Agents and prepare payment requests as necessary.
• Foster effective working relations with other agencies, local authorities, and implementing partners on issues relating to travel administrative matters.
• Manage issuance of fuel and staff access cards.
• Assist as backup for protocol issues when required i.e. providing guidance on visas, permits.
• Any other assigned administrative support responsibilities and services are effectively carried out and delivered.

You are encouraged to download the detailed job description  Administrative Assistant G5 JD.pdf in order to view the full role and its requirements.

To qualify as an advocate for every child you will have…

Education

• Secondary education supplemented with a course in Business Administration, Hospitality Management, Administrative Management or any other relevant field of study.

** For this position, a bachelor’s degree from a recognized academic institution in Business Management,  Administration, Hospitality Management, or other relevant field may replace three years of related work experience. A master’s degree mayreplace additional two years.

Relevant Experience:

• A minimum of five years of relevant administrative work experience is required in Business Management, Administration, Hospitality Management.

Technical Experience and Skills:

• Experience working in travel industry is required.
• Training within the travel industry is required.
• Accounting and budget preparation and implementation skills is required.
• Knowledge of local government protocol standards and regulations is required.
• Experience in an international organization is desirable.
• Sound computer skills, including various office applications is required.
• Excellent communication skills are required.
• Good judgement, initiative, high sense of responsibility and confidentiality is required.
• Sound knowledge of record-keeping and analytical reporting is required.
• Ability to work in a multicultural team environment is required.
• Background and/or familiarity with emergency is considered as desirable.

Language:

• Fluency in English, both strong verbal and written skills, are essential.

Apply Now

Advertised: 02 Aug 2024 South Africa Standard Time
Deadline: 15 Aug 2024 South Africa Standard Time