Administrative Assistant

The Administrative Assistant supports a wide range of routine administrative and transactional tasks, along with certain specialized responsibilities across sections within the Office of the Executive Director (OED). The role requires a solid understanding of UNICEF administrative procedures, processes, and policies to enhance operational efficiency and support organizational goals.

Responsibilities

• Guide managers in the process of PCA/SSAs in line with the policies and guidance issued by supply division and DPC.
• Facilitate the processing of contracts for consultants and external partners including preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making logistical arrangements.
• Maintain up-to-date vendor lists, partners, and consultant rosters.
• Facilitate communications and workflow to enhance efficiency and timeliness of operations and outputs.
• Manage incoming and outgoing correspondence, e-mails and telephone calls.
• Communicate routine and some non-routine information pertaining to the work of the team.
• Establish and maintain office filing and reference systems, both traditional and digital.
• Maintain office calendar and arrange meetings.
• Take minutes of meetings ensuring accuracy, attention to detail and coherence.
• Support capacity development activities and conferences by making logistical arrangements with facilitators, caterers and hosts.
• Arrange meeting times by liaising with participants over availability.
• Liaise with budget focal points and section over costs and needs.
• Prepare background materials for participants and upload cleared materials to the intranet.
• Prepare and maintain agendas on meetings and events related to work group commitments.
• Provide travel assistance to staff members including travel arrangements and entitlements based on organizational rules and policies.
• Liaise with relevant travel focal points to ensure best service and price for travel.
• Brief and de-brief staff on administrative matters such as visas, security clearance, and documentation procedures.
• Extract, input, maintain, and verify travel records in the organization’s travel system to ensure accurate travel cost transactions.
• Assist in preparation of budgets on travel costs and maintain travel plan and budgetary control records.
• Support management of administrative supplies, office equipment, and update inventory of items.
• Monitor and supervise adequate and appropriate use of supplies and ensure services and maintenance of premises meet organizational standards.
• Support purchase and timely distribution of office supplies.
• Participate in annual physical inventory of all expendable and non-expendable items in office.
• Perform any other duties and responsibilities assigned as required.

Requirements

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• A Bachelor or equivalent (First Level University Degree) may replace 3 years of work experience.
• A Master or equivalent (Advanced University Degree) may replace an additional 2 years of work experience.
• 5 years of relevant work experience in administration, clerical work and any other related fields is required.
• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems.
• Organizational, planning and prioritizing skills and abilities.
• Ability to deal patiently and tactfully with visitors.
• High sense of confidentiality, initiative and good judgment.
• Ability to work effectively with people of different national and cultural backgrounds.
• Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.
• Fluency in English is required.
• Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is an asset.
• Familiarity with UN/UNICEF administrative policies and procedures is a strong asset.
• Relevant experience at country level, particularly in development, fragile settings and humanitarian contexts is an asset.

Skills

• MS Word
• Excel
• Power Point
• SharePoint Development
• Management Information Systems
• Administrative Procedures
• Clerical Work
• Organizational Skills
• Planning Skills
• Prioritizing Skills
• Confidentiality Management
• Interpersonal Skills
• Teamwork
• Guidance to Junior Staff
• UNICEF software
• Administrative Policies
• Experience in Development Contexts
• Experience in Fragile Settings
• Experience in Humanitarian Contexts

Languages

English