Administrative Assistant, G-5, Fixed Term Position, #00109574, Executive Director's Office, NYHQ

Organizational Context

UNICEF operates in over 190 countries, dedicated to saving children's lives, defending their rights, and helping them reach their full potential. We are committed, passionate, and proud of our work, viewing the promotion of child rights not just as a job but as a calling. UNICEF offers diverse opportunities for professional and personal development, fostering a sense of purpose while serving children and communities globally.

Job Purpose

The primary function of the Office of the Executive Director (OED) is to provide vision, leadership, and strategic direction for UNICEF globally, setting and guiding the implementation of organizational objectives. OED ensures strong governance, oversight, and efficient management, offering guidance to achieve results outlined in the strategic plan and the 2030 Sustainable Development Goals. The Administrative Assistant, under the Deputy Chief of Staff, supports OED by performing a wide range of routine administrative and transactional tasks, alongside specialized responsibilities. This role is crucial for enhancing the efficiency and timeliness of operations within OED, ensuring smooth workflow and effective support for the Executive Director's office and its initiatives.

Responsibilities

The Administrative Assistant provides comprehensive support to the Office of the Executive Director (OED), focusing on procurement, communications, workflow management, calendar and correspondence management, event logistics, travel arrangements, and supply/equipment management. This includes guiding managers on contract processing (PCA/SSAs), facilitating consultant contracts, and maintaining vendor lists. The role involves managing incoming/outgoing correspondence, establishing and maintaining filing systems, arranging meetings, and taking accurate minutes. For events and conferences, the assistant handles logistical arrangements, liaises with participants and budget focal points, and prepares background materials. Travel support includes making arrangements, briefing staff on procedures, and maintaining travel records and budgets. Additionally, the assistant manages office supplies and equipment, monitors their use, and participates in inventory checks, ensuring all tasks are performed in accordance with UNICEF policies and procedures.

Work Experience

A minimum of five years of progressively responsible administrative or clerical work experience is required. Experience in an international organization or UN system is an asset.

Skills

Administrative support, Office management, Procurement processes, Contract administration, Communication, Workflow management, Calendar management, Meeting coordination, Event logistics, Travel arrangements, Supply management, UNICEF procedures

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