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. Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.
How can you make a difference?
Under the supervision and guidance of the supervisor, the Administrative Assistant is responsible for facilitating communications of the Administration Area work; arranging meetings ensuring taking accurate minutes and following up on action points; organizing events taking into account logistics arrangements, costs, budgets and needs for the event run smoothly, providing travel services to UNICEF staff members as well as UN Agencies in the UN House , collecting invoices and filing documents for approval and executing a broad variety of routine tasks requiring thorough 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
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, ensuring accuracy, attention to detail and coherence.
Events/Logistics
Supports capacity development activities and conferences by making the 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.
Travel
Provides travel assistance to staff members of UNICEF and agencies in the UN House, partners, visitors and guests 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, trainings, security and medical clearances, 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 maintain travel plan and budgetary control records.
Ensures timely payment of all travel costs and maintenance of the account with the travel agency.
Monitors travel certification and report back to the team.
Maintains the database of travel reports.
Reviews, streamlines and updates travel SOP
Works in collaboration with the sections and Procurement in the provision of comprehensive travel service package (booking flight, hotel, meeting venue, and arrange catering, local transport and payment of per diem).
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.
Supplies/Equipment
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.
To qualify as an advocate for every child you will have…
Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
A minimum of 5 years of relevant administrative or clerical work experience is required.
Fluency in Spanish and English is required. Knowledge of another UN language or local language of the duty station is considered as an asset.
