Administrative Assistant, G-5, 11 posts, Fixed Term, Private Fundraising and Partnerships, Rome
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 children's rights not just as a job but as a calling. UNICEF offers diverse opportunities for professional and personal growth, fostering a sense of purpose while serving children globally.
Job Purpose
The Administrative Assistant will provide essential administrative, coordination, and operational support to assigned teams within UNICEF's Private Fundraising and Partnerships (PFP) division. This role is crucial for ensuring the smooth day-to-day functioning of the office, enabling colleagues to focus on achieving results for children. The incumbent will manage planning, organization, follow-up, and stakeholder coordination to enhance operational efficiency. This batch recruitment seeks eleven Administrative Assistants to support various PFP teams, including BRIDGE & PASS, Child Rights Advocacy and Governance, Corporate Partnerships, Country Office Development and Support & AMI, Deputy Director Operations & Finance, Deputy Director PSFP, Global Philanthropy, Humanitarian Funding, Individual Giving, and Private Sector Communication and Engagement. Each position, while sharing a common job description, will have a unique operational context and specific focus depending on the team they support.
Responsibilities
Provide comprehensive administrative support, including managing correspondence, scheduling meetings, making travel arrangements, and maintaining records for assigned teams. Coordinate logistical aspects of meetings, workshops, and events, ensuring all participants have necessary information and resources. Support the preparation of reports, presentations, and other documents by gathering information, formatting content, and ensuring accuracy and clarity. Assist in managing and tracking project-related activities, deadlines, and deliverables, ensuring timely follow-up. Maintain efficient information management systems, including filing, record-keeping, and database updates, ensuring easy access to relevant documents. Support the procurement process for goods and services, including preparing requisitions, tracking orders, and managing vendor communications. Assist in managing specific and complex contracts, particularly at an inter-agency level, involving yearly renewals and price negotiations. Facilitate communication and information flow between team members, other UNICEF departments, and external stakeholders. Contribute to the development and management of knowledge products and materials, including editing and layout. Support due diligence processes by managing documentation, tracking case management, and ensuring compliance with procedures. Assist in maintaining business continuity during periods of high operational demand. Ensure compliance with UNICEF's administrative policies, procedures, and standards.
Work Experience
A minimum of three years of relevant administrative or secretarial experience is required. Experience in an international organization or UN system is an asset.
Skills
Administrative Support, Office Management, Record Keeping, Meeting Coordination, Travel Arrangements, Information Management, Communication, Organizational Skills, Time Management, Stakeholder Coordination, Document Preparation, Procurement Support