Administrative Assistant (G-5), TA, 6 months, #00138179, Caracas - Venezuela, LACR

Organizational Context

UNICEF operates in over 190 countries, dedicated to saving children's lives, defending their rights, and helping them reach their full potential. The organization is committed to promoting the rights of every child, especially the most disadvantaged, through its programs, advocacy, and operations. In Venezuela, UNICEF is responding to a significant humanitarian emergency caused by earthquakes, scaling up its support in child protection, health, education, and WASH.

Job Purpose

The Administrative Assistant (G-5) will provide essential administrative support for a temporary appointment of 6 months in Caracas, Venezuela. This role is crucial for the effective functioning of the UNICEF office, particularly in the context of the ongoing earthquake emergency response. The incumbent will be responsible for executing a broad range of routine and specialized administrative tasks, ensuring adherence to UNICEF's administrative procedures, processes, and policies. This includes supporting budget monitoring, office planning, project management, procurement, communications, calendar management, event logistics, travel arrangements, invoice processing, and managing supplies and equipment. The position requires a proactive approach to ensure smooth operations and efficient support to the team, contributing directly to UNICEF's mission of serving children in a challenging environment.

Responsibilities

The Administrative Assistant will be responsible for executing a broad variety of routine and specialized administrative transactional tasks. Key functions include supporting budget monitoring by tracking expenditures and preparing financial reports. In office planning and project management, the role involves assisting with the organization and coordination of activities. Procurement responsibilities include supporting the acquisition of goods and services according to UNICEF procedures. The position will manage communications and workflow, ensuring efficient information exchange. Calendar and meeting management, including scheduling and preparing necessary documentation, is a core duty. The role also entails assisting with event logistics and travel arrangements for staff and consultants. Processing invoices and ensuring timely payments are essential. Furthermore, the Administrative Assistant will manage office supplies and equipment, maintaining inventory records. Attendance tracking and other administrative support tasks as required will also be part of the responsibilities, ensuring the smooth operation of the office and contributing to the effective delivery of UNICEF's mandate in Venezuela.

Work Experience

A minimum of 5 years of relevant administrative or clerical professional experience is required. Experience in Operations, Supply Management, Contracting, Logistics, Procurement, Financial Administration, Banking, Administrative Support, Office Management, Budget Monitoring, Travel Coordination, Event Management, Project Management, Records Management, Communications Coordination, or Emergency/Development contexts is beneficial.

Skills

Administrative Procedures, Budget Monitoring, Office Planning, Project Management Support, Procurement Support, Communication Skills, Calendar Management, Event Logistics, Travel Coordination, Invoice Processing, Office Supplies Management, Organizational Skills

Explore related opportunities