Administrative Assistant

Job Posting Organization:
UNICEF, established in 1946, operates in over 190 countries and territories with a mission to save children's lives, defend their rights, and help them fulfill their potential. The organization is committed to promoting the rights of every child and offers diverse opportunities for professional and personal development to its staff. UNICEF is known for its inclusive culture and attractive compensation and benefits package, emphasizing the importance of belonging and growth within a diverse workforce.

Job Overview:
The Administrative Assistant position at UNICEF involves executing a variety of routine and specialized tasks under the supervision of a designated supervisor. This role requires a thorough understanding of UNICEF's administrative procedures, processes, and policies. The Administrative Assistant will be responsible for budget monitoring, office planning, project management, procurement, communications, workflow management, calendar and meeting coordination, event logistics, travel assistance, invoice processing, supplies and equipment management, and attendance monitoring. The position is crucial for ensuring the smooth operation of the section and supporting the overall mission of UNICEF to advocate for children's rights and welfare.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include but are not limited to:

• Monitoring and managing budgets to ensure financial accountability and efficiency.
• Assisting in office planning and project management to facilitate effective operations.
• Handling procurement processes to acquire necessary supplies and services.
• Managing communications and workflow to ensure timely and effective information dissemination.
• Organizing and coordinating calendars, meetings, and correspondence to maintain effective schedules.
• Planning and executing events and logistics to support UNICEF initiatives.
• Providing travel assistance to staff members, including itinerary planning and booking arrangements.
• Processing invoices and managing supplies and equipment to ensure operational readiness.
• Monitoring attendance and maintaining records to support human resource functions.

Required Qualifications:
To qualify for this position, candidates must possess a minimum of secondary education in fields such as Business Administration, Communications, Accounting, or related areas. A Bachelor’s degree or equivalent from a recognized institution may substitute for three years of relevant work experience, while a Master’s degree may replace an additional two years of experience. Candidates should have at least five years of relevant work experience in administration, budget monitoring, office planning, project management, procurement, communications, workflow, travel, invoice processing, and supplies management. Proficiency in Italian and skills in budget management, project coordination, data analysis, and report writing are essential.

Educational Background:
Candidates are required to have a secondary education in relevant fields such as Business Administration, Communications, or Accounting. A Bachelor’s degree or equivalent in a related field is preferred and can replace a portion of the required work experience. A Master’s degree may further reduce the experience requirement, highlighting the importance of educational qualifications in this role.

Experience:
The position requires a minimum of five years of relevant work experience in administrative roles, particularly in areas such as budget monitoring, office planning, project management, and procurement. Experience in communications and workflow management is also essential, as well as familiarity with travel assistance and invoice processing. Candidates should demonstrate a strong background in supplies and equipment management and related administrative functions.

Languages:
Fluency in both English and Italian is mandatory for this position. Additionally, knowledge of another official UN language such as Arabic, Chinese, French, Russian, or Spanish is considered desirable. Proficiency in MS Office, SharePoint, and ERP systems is also beneficial, along with cultural awareness and relevant experience in development or humanitarian contexts.

Additional Notes:
This position is temporary and may involve specific contract durations. UNICEF promotes a diverse and inclusive workforce and encourages applications from all qualified candidates, including those with disabilities. The organization offers various benefits, including paid parental leave and reasonable accommodations for persons with disabilities. Candidates must undergo rigorous background checks and adhere to UNICEF's standards of conduct. The appointment is subject to medical clearance and visa requirements, and UNICEF does not charge any processing fees during the recruitment process.