Administrative Support Assistant

Job Posting Organization:
UNICEF, the United Nations Children’s Fund, has been operational for over 40 years in Poland, focusing on financing programs to assist children, providing health center equipment, and supporting the production of children's articles. Initially, during martial law, UNICEF collaborated with National Committees from Western Europe to deliver essential supplies to Polish children. Since 2002, the organization has shifted its focus towards promoting and protecting children's rights and raising funds for children in need globally. UNICEF operates in over 190 countries and territories, emphasizing humanitarian action as a core part of its mission to save children's lives and defend their rights. In March 2022, UNICEF established a Refugee Response Office in Poland to aid Ukrainian families affected by the war, reaching over 800,000 children with humanitarian support by September 202

• The organization collaborates closely with local and central government institutions to provide essential services and support for refugee children and families, ensuring the sustainability of these services in the long term through innovative partnerships and capacity building initiatives.

Job Overview:
The Administrative Support Assistant plays a crucial role in supporting the Country Coordinator by managing procedural communications, operations, and administrative support services. This position involves specialized administrative functions, including organizing key events for the Refugee Response Office (RRO) to ensure smooth day-to-day operations. The assistant will represent the supervisor in initiating and resolving administrative requests, ensuring effective communication within the office and with external stakeholders. The role requires a proactive approach to managing correspondence, maintaining documentation, and supporting the supervisor's calendar and travel arrangements. The assistant will also be responsible for facilitating the processing of contracts and maintaining records related to project implementation, thereby contributing to the overall efficiency and effectiveness of the RRO's operations.

Duties and Responsibilities:
The Administrative Support Assistant will be responsible for a variety of key functions, including:

• **Communications Support**: Managing incoming and outgoing correspondence, emails, and phone calls on behalf of the supervisor; coordinating communication within the office and ensuring timely responses to inquiries; maintaining the office document registry and official files; and drafting responses to routine inquiries.
• **Administrative Support**: Maintaining the supervisor's calendar, arranging meetings, and organizing official travel; preparing briefing materials for meetings and official trips; and coordinating internal office meetings, including taking notes and maintaining a library of meeting records.
• **Operations Support**: Supporting the organization of events, conferences, and meetings for the RRO; maintaining a system to monitor staff absences; preparing and maintaining records for project implementation; and facilitating the processing of contracts for consultants and external partners. The assistant will also represent the supervisor in communications involving non-routine information and ensure the provision of administrative services to allow the supervisor to focus on core work.

Required Qualifications:
Candidates for the Administrative Support Assistant position should possess strong organizational and communication skills, with a proven ability to manage multiple tasks efficiently. Proficiency in office software and administrative procedures is essential. The ideal candidate should demonstrate adaptability and flexibility in a dynamic work environment, along with a commitment to professionalism and accountability. Experience in a similar role within an international organization or non-profit sector is highly desirable, as is familiarity with UNICEF's mission and values.

Educational Background:
A minimum of a secondary education is required, with a preference for candidates holding a degree in administration, business management, or a related field. Additional training or certifications in office management or administrative support will be considered an asset.

Experience:
Candidates should have at least 2-3 years of relevant experience in administrative support or a similar role, preferably within an international organization or non-governmental organization. Experience in managing communications and organizing events is highly valued, as well as familiarity with humanitarian contexts and refugee support services.

Languages:
Fluency in Polish and English is mandatory, with additional language skills considered an asset. Proficiency in Ukrainian or Russian would be particularly beneficial given the context of the refugee response.

Additional Notes:
This position is a national UN Volunteer assignment, meaning the volunteer will be responsible for arranging their own housing and living essentials. The role is full-time, and the monthly living allowance is PLN 8096.66, subject to change based on currency fluctuations. The volunteer will also receive a one-time entry lump sum payment of USD 40

• Leave entitlements include 2.5 days of annual leave accrued per month, 30 days of certified sick leave, 7 days of uncertified sick leave, 10 days of learning leave per year, and maternity/paternity leave provisions. The living conditions in Warsaw are generally favorable, with a vibrant cultural scene and good public services.