Administrative Assistant (Travel)
Organizational Context
UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence. At UNICEF, we are committed, passionate, and proud of what we do for as long as we are needed. Promoting the rights of every child is not just a job – it is a calling.
Job Purpose
The Administrative Assistant (Travel) at the G-5 level, on a Temporary Appointment, will be responsible for executing a broad variety of routine tasks for the Admin unit. This role requires full knowledge of UNICEF administrative and operational procedures, processes, and policies, with a specific focus on Travel, Protocol and Immigration, and Invoice and Financial Transaction Processing. The position is crucial for ensuring the smooth functioning of administrative operations within the East Jerusalem office, supporting the broader mission of UNICEF in the State of Palestine. The incumbent will contribute to efficient service delivery by managing travel arrangements, assisting with protocol and immigration matters, and processing financial transactions accurately and in a timely manner, thereby enabling UNICEF staff to focus on their core programmatic work for children.
Responsibilities
The Administrative Assistant (Travel) will be responsible for managing all aspects of staff travel, including booking flights, accommodation, and transportation, ensuring compliance with UNICEF travel policies and procedures. This includes preparing travel authorizations, itineraries, and travel claims, and providing guidance to staff on travel-related matters. The role also involves providing support for protocol and immigration services, such as assisting with visa applications, work permits, and other necessary documentation for international staff and visitors. Processing invoices and financial transactions is another key responsibility, requiring accuracy in data entry, verification of supporting documents, and adherence to financial regulations. The incumbent will maintain organized records and files related to travel, protocol, and financial transactions, ensuring easy retrieval of information. Additionally, the Administrative Assistant will contribute to the overall efficiency of the Admin unit by supporting teamwork, maintaining accountability for tasks, and proactively identifying areas for process improvement. This position requires close collaboration with other UNICEF units and external partners to ensure seamless administrative support.
Work Experience
At least 5 years of relevant work experience in Administration, Travel and Tourism, Operations, general administrative, operation logistics, travel, and any other related fields.
Skills
Travel Management, Protocol Support, Immigration Processing, Invoice Processing, SAP System Operations, Administrative Operations, Teamwork, Accountability, Record Keeping, Attention to Detail, Communication Skills, Problem-Solving