Roster (Administrative Associates) - SENEGAL CO
Organizational Context
UNICEF works in over 190 countries to save children’s lives, defend their rights, and help them fulfill their potential. UNICEF Senegal is relocating its staff to new premises in January 2027, requiring temporary administrative support to ensure service continuity and manage the transition, including handover of current premises.
Job Purpose
Under the supervision of a designated supervisor, the Administrative Associate will provide essential administrative, operational, and logistical support to the assigned team. The primary focus will be on facilitating UNICEF Senegal’s relocation to the United Nations House in Diamniadio and the smooth handover of its current premises. This role is crucial for maintaining service continuity during the transition period. The incumbent will be responsible for supporting various aspects of the relocation, including document and records management, asset inventory and tracking, processing administrative transactions, and coordinating relocation-related activities in strict adherence to UNICEF policies, procedures, and processes. The goal is to ensure the timely completion of all relocation tasks and the uninterrupted continuation of administrative services throughout this significant organizational change.
Responsibilities
Provide comprehensive administrative support, including managing correspondence, emails, filing systems, data entry, scheduling meetings, and taking minutes in line with UNICEF policies. Organize, classify, inventory, archive, and securely transfer physical and electronic records, such as contracts, invoices, asset registers, and premises handover documents. Support the coordination and tracking of relocation activities, maintain detailed checklists and action trackers, follow up on outstanding tasks, and compile necessary documentation for the closure and handover of the current premises. Update equipment and furniture inventories, assist with physical verification, tagging, movement, reconciliation, and handover of assets, and coordinate office supplies and equipment maintenance. Maintain budget monitoring records, track expenditures and outstanding payments, collect and verify invoices, and support transaction processing and financial closure in VISION. Prepare and maintain procurement and contract documentation, support consultant and service provider arrangements, and follow up on contract closures and pending administrative actions. Update progress trackers, compile administrative data, monitor deadlines, prepare reports, and liaise with relevant teams and service providers to ensure timely completion of activities. Arrange meetings, events, travel, staff movements, and equipment transfers as required to facilitate business continuity and relocation. Perform other related duties as assigned by the supervisor.
Work Experience
A minimum of six years of relevant administrative or clerical work experience is required. Experience in managing multiple tasks and meeting deadlines is essential.
Skills
Strong organizational skills, Coordination skills, Time-management skills, Ability to manage multiple tasks, Ability to meet deadlines, Document management, Filing, Archiving, Record-keeping, Proficiency in Microsoft Office applications