Administrative Assistant, (G-5), FT, Office of Emergency Operations (EMOPS), Rome, Italy #00133300 (Open to EU nationals and applicants with valid work permits)
Organizational Context
UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential. The Office of Emergency Programmes (EMOPS) is the global lead for humanitarian action, staff security, and operational support in challenging locations, engaging with humanitarian partners.
Job Purpose
The Administrative Assistant will be a core member of a fast-moving, multi-time zone team within UNICEF's Office of Emergency Programmes (EMOPS). This role requires high agility, flexibility, and proactive coordination to ensure the team operates efficiently. The assistant will manage complex team scheduling and movements, including international travel, and provide comprehensive support for all administrative tasks and operational processes. This includes budget monitoring, record keeping, supporting briefing notes and meeting minutes, managing partnership and procurement transactions, and maintaining online and physical files with accuracy and compliance. The position offers an opportunity to gain experience in humanitarian action and support children affected by conflict and crisis.
Responsibilities
The Administrative Assistant will execute a broad variety of administrative transactional tasks and specialized responsibilities for the EMOPS section/office, requiring thorough knowledge of UNICEF administrative procedures, processes, and policies. Key functions include budget monitoring, office planning, project management support, procurement assistance, communications and workflow management, calendar and correspondence management, event and logistics coordination, travel arrangements, invoice processing, and managing supplies/equipment. The role also involves attendance tracking and supporting the team's engagement in cluster coordination and inter-agency humanitarian workstreams. This includes helping track inter-agency deliverables, coordinating with partners across different platforms, and ensuring timely information flow between internal and external stakeholders. The assistant will play an important enabling role in managing partnership and procurement transactions, and supporting knowledge management and file maintenance, ensuring accuracy, organization, and compliance with UNICEF standards.
Work Experience
Minimum five years of relevant administrative or clerical work experience is required, including office communication, coordination, document and records management, event and meeting support, and travel coordination.
Skills
Excellent written and verbal communication, Problem-solving skills, Digital dexterity, Budget monitoring, Office planning, Project management support, Procurement support, Calendar management, Travel coordination, Invoice processing, Record keeping, Inter-agency coordination