Administrative Assistant

United Nations Children's Fund

Mexico City, Mexico

Experience: 0 to 3 Years

Skill Required: HR and Admin

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Mexico is a country of origin, transit, and destination for migrant children from the countries of northern Central America, seeking safety and opportunity in Mexico or the United States. These are children fleeing from gang-related and gender-based violence, organized crime, extortion, poverty and limited access to education and social services. They have been repeatedly exposed to threats, intimidation, and insecurity in a lawless environment. Many also want to be reunited with their families who reside in the United States. 

UNICEF is supporting state and local authorities for the rapid identification, registration, and care of unaccompanied and separated children and adolescents who have entered the country or are moving through Mexico at both the northern and southern borders. UNICEF provides technical assistance to child protection authorities to implement standard procedures and case management. UNICEF is also supporting the implementation of alternative care options for short and long-term solutions. UNICEF is also a key actor in providing mental health and psychosocial support (MHPSS) to children on the move, and their families, currently housed in different shelters across the country, through recreational and sports activities with support from implementing partners. 

México is also an emergency-prone country. Mexico’s complex landscape, extensive coastline, and unique geological and climatic setting make it vulnerable to a variety of natural disasters, including earthquakes and tsunamis, flooding and landslides, volcanic eruptions, and meteorological hazards. Each of these primary hazards in turn is associated with a variety of secondary hazards (e.g., flooding from tropical cyclone precipitation or landslides triggered by an earthquake). 

Purpose for the job:  

Under the supervision and guidance of the Administrative Associate, the Administrative Assistant is responsible for executing a broad variety of routine tasks for the respective unit requiring full knowledge of UNICEF administrative procedures, processes and policies.  

Communications & Workflow:

  • Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.  
  • Manages incoming and outgoing correspondence, e-mails and telephone calls. 
  • Communicates routine and some non-routine information pertaining to the work of the team. 
  • Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up-to-date and accurate.  
  • Calendar/Meetings/Correspondence Management:
  • Maintains office calendar and arranges meetings. 
  • Takes minutes of meetings and keeps the correspondence of the unit well organized. 


  • Supports capacity development activities and conferences by making logistical arrangements, through engaging with facilitators, caterers and hosts.  
  • Arranges times through liaising with participants over availability. 
  • Liaises with budget focal points and section over costs and needs. 
  • Prepares background materials for participants and uploads cleared materials on the intranet. 
  • Prepares and maintains agendas on meetings and events related to the work group commitments. 


  • Provides travel assistance to staff members in the section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.  
  • Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.   
  • Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel. 
  • Assists in the preparation of budgets on travel costs and maintains travel plan and budgetary control records. 
  • Monitors travel certification and reports back to the team. 

Invoice Processing: 

  • Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION. 
  • Uploads electronic files and verifies results to destination system. 
  • Responds to client transaction status and other inquiries. 


  • Supports management of administrative supplies, office equipment, and updating inventory of items. 
  • Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards. 
  • Arranges for the purchase and timely distribution of office supplies. 


  • Maintains and updates a system which monitors the absence of staff.  

MDM Local focal point:

  • Act as a focal point of Master Data Management (MDM) for requests for registration, amendment or cancellation of suppliers in our system (VISION). 
  • Review supplier form, tax identification number, bank information, Form-to MDM to verify that it is correct and complete to later make the formal request to our internal service Global Shared Services Center (GSSC) 
  • Follow-up from start to finish of this process 

Custodian of petty cash: 

  • Act as custodian of the petty cash of the office for requests for reimbursements, advances and verification of expenses in accordance with internal policies as well as registration in our system (VISION). 
  • Check support ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up. 
  • Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.

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

The following required education, experience, and languages:

  • Completion of secondary education (high school), preferably supplemented by technical or university courses related to the field of work. Alternatively, a bachelor’s degree can substitute two of the required years of experience.
  • A minimum of 2-4 years of relevant administrative or clerical experience is required, depending on the educational background. 
  • Fluency in Spanish is required.
  • Intermediate English (writing and reading) is required.  Fluent English will be considered an asset. If the hired candidate is not yet fluent, he/she will have to commit to improving their English skills.