Administrative Assistant
Organizational Context
UNICEF's core mission is to champion the rights of every child globally, integrating this commitment into its programs, advocacy, and operations. The organization prioritizes an equity strategy focused on the most disadvantaged children and families, ensuring all children have the opportunity to survive, develop, and reach their full potential without discrimination. This focus on equity is vital for accelerating progress towards realizing children's human rights and supporting equitable national development.
Job Purpose
The Administrative Assistant will provide crucial support to UNICEF's Administrative Unit in Maputo, Mozambique. This role is essential for the smooth functioning of daily operations, contributing to the organization's ability to effectively promote child rights and implement its equity strategy. The incumbent will manage correspondence, support meeting organization, handle protocol matters, and maintain essential administrative records. By ensuring efficient administrative processes, the position directly contributes to UNICEF's mandate of supporting equitable development and ensuring all children have the opportunity to thrive.
Responsibilities
The Administrative Assistant will support the Administrative Unit by organizing internal staff meetings, including catering arrangements. Responsibilities include managing protocol-related matters such as visas and diplomatic clearances. The role involves screening incoming telephone calls and maintaining an online registration system for all correspondence. The incumbent will prepare and coordinate the delivery of outgoing UN Pouch shipments and liaise with UNDP for incoming Pouch deliveries, including sorting and distributing contents. Additionally, the position requires maintaining records of utility invoices, ensuring timely payments, and processing payments via POS. The role also involves maintaining online registration of all received invoices, scanning, forwarding, and delivering original copies to Finance. Record-keeping and liaison with Express Mail Service providers for parcel deliveries are also key duties. Finally, the Administrative Assistant will provide general administrative support, including managing stock control and distribution of Personal Protective Equipment (PPE).
Work Experience
A minimum of one month of relevant experience is required. Additionally, a minimum of two years of professional work experience in administration or secretarial functions at the national or international level is desired. Proficiency in standard computer applications, including Microsoft Office Suite, and familiarity with general office equipment are essential.
Skills
Required skills include fluency in English and Portuguese (oral and written), excellent communication and reporting abilities, accuracy in document production, and strong interpersonal skills with cultural sensitivity. The candidate should be able to work effectively in challenging environments and possess solid computer literacy, including MS Office applications and database management. Self-motivation, ability to work independently, and awareness of security considerations are also important. Affinity for children's rights and volunteerism is desirable.