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 personal and professional development. UNICEF prides itself on a culture that helps staff thrive and provides an attractive compensation and benefits package.

Job Overview:
The Administrative Assistant position at UNICEF involves supporting the administrative functions of the organization, particularly in managing correspondence and ensuring efficient office operations. The role requires a proactive approach to problem-solving and the ability to work collaboratively with various teams. The successful candidate will be expected to maintain high standards of professionalism and confidentiality while managing multiple tasks effectively. This position is crucial in ensuring that UNICEF's mission to support children's rights and welfare is met through efficient administrative support.

Duties and Responsibilities:

• Manage and organize correspondence, including incoming and outgoing mail, ensuring timely and accurate delivery.
• Maintain office supplies and equipment, ensuring that all necessary materials are available for staff.
• Assist in scheduling meetings and appointments, coordinating logistics, and preparing necessary documentation.
• Support the preparation of reports and presentations by gathering and organizing data.
• Maintain filing systems, both electronic and physical, ensuring that all documents are easily accessible and up to date.
• Provide general administrative support to various teams as needed, including data entry and record-keeping.
• Assist in the onboarding process for new staff members, ensuring they have the necessary resources and information.
• Collaborate with other departments to ensure smooth operations and effective communication within the organization.
• Participate in training and development opportunities to enhance skills and knowledge relevant to the role.

Required Qualifications:

• A minimum of 4 years of professional experience in administration or related fields.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with visitor management or scheduling software.
• Relevant experience within a UN agency or organization is considered an asset.
• Strong organizational skills and attention to detail.
• Ability to work independently and as part of a team, demonstrating initiative and discretion in handling sensitive information.

Educational Background:
A secondary school diploma is required, preferably supplemented by technical or university courses related to the field of work. Additional certifications in administration or office management are advantageous.

Experience:
Candidates should have at least 4 years of relevant work experience in administration, with a focus on managing correspondence and office operations. Experience in a developing country context or familiarity with emergency situations is desirable.

Languages:
Fluency in French is required, along with a basic level of English. Knowledge of other national languages of Mali (such as Bambara, Songhaï, Soninke, Peulh) is considered an asset.

Additional Notes:
This position is full-time and may require the candidate to undergo medical clearance and background checks. UNICEF is committed to diversity and inclusion, encouraging eligible female candidates to apply. The organization does not charge any processing fees during the recruitment process and has a zero-tolerance policy for misconduct. Selected candidates may need to provide additional information for background checks and must comply with vaccination requirements.