Administrative Associate

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 ensuring that all children have the opportunity to survive and thrive without discrimination. UNICEF employs a diverse workforce and offers opportunities for professional and personal development, along with an attractive compensation and benefits package.

Job Overview:
The Administrative Associate at UNICEF plays a crucial role in providing specialized and procedural administrative support within the organization. This position is responsible for executing a variety of complex administrative tasks that require in-depth knowledge of UNICEF's administrative procedures, processes, and policies. The role involves budget monitoring, project management, procurement, communication facilitation, and logistical support for events and travel arrangements. The Administrative Associate is expected to ensure compliance with organizational rules and regulations while maintaining efficient workflows and communication within the team. This position is vital for enabling professional staff to focus on substantive core work by efficiently managing administrative services.

Duties and Responsibilities:

• Budget Monitoring: Monitor budgets and financial expenditures, ensuring compliance with UNICEF rules and regulations. Provide support on budget revisions and maintain records for budget monitoring.
• Administration Planning & Project Management: Ensure timely and accurate information for work plans, conduct research, and monitor project implementation.
• Procurement: Guide managers in the procurement process, facilitate contracts for consultants, and maintain vendor lists.
• Communications & Workflow: Manage correspondence, enhance workflow efficiency, and maintain filing systems.
• Calendar/Meetings Management: Maintain office calendar, arrange meetings, and take minutes.
• Events/Logistics: Support capacity development activities by making logistical arrangements and preparing materials.
• Travel Management: Coordinate travel arrangements, manage ticketing, and ensure compliance with policies.
• Invoice Processing: Collect and process invoices in VISION.
• Supplies/Equipment Management: Oversee administrative supplies and equipment, ensuring proper use and inventory management. 1
• Attendance Monitoring: Maintain a system to monitor staff absences as needed.

Required Qualifications:
Completion of secondary education is required, with any certification in administration being desirable. A travel ticketing and booking certification is an added advantage. Candidates should possess a minimum of six years of progressively responsible administrative or clerical work experience, with prior experience in travel coordination being an asset. Proficiency in Global Distribution Systems (GDS) such as Amadeus, Sabre, or Galileo is required, along with familiarity with travel booking platforms and understanding of airline fare structures and visa requirements. Experience in the UN Common system or an international organization is desirable. Alternatively, a bachelor's degree in social sciences, business management, administration, finance, or a relevant field may replace three years of related work experience, while a master's degree may replace an additional two years of experience.

Educational Background:
Candidates must have completed secondary education, with any certification in administration being desirable. A travel ticketing and booking certification is considered an added advantage. A bachelor's degree in a relevant field can substitute for some work experience, and a master's degree can further reduce the required experience.

Experience:
A minimum of six years of progressively responsible administrative or clerical work experience is required. Candidates should have prior experience in travel coordination, ticketing, or administrative support, particularly in handling domestic and international travel arrangements. Proficiency in Global Distribution Systems (GDS) such as Amadeus, Sabre, or Galileo is essential, along with familiarity with travel booking platforms and an understanding of airline fare structures and visa requirements. Experience in the UN Common system or an international organization is desirable, and educational qualifications can substitute for some of the required experience.

Languages:
Fluency in English and Arabic is required for this position. Knowledge of another official UN language (Chinese, French, Russian, or Spanish) or a local language is considered an asset, enhancing communication capabilities within the diverse environments UNICEF operates in.

Additional Notes:
The position is full-time and may involve working in a dynamic and diverse environment. UNICEF promotes an inclusive workforce and encourages applications from all qualified candidates, regardless of gender, nationality, or background. The organization offers a wide range of benefits, including paid parental leave and reasonable accommodations for persons with disabilities. UNICEF has a zero-tolerance policy on conduct incompatible with its objectives, including discrimination and abuse. All selected candidates will undergo rigorous reference and background checks, and appointments are subject to medical clearance and compliance with vaccination requirements.