Re-Advertisement: Administrative Assistant (Facilities), G-5, Fixed Term Position, Florence, Italy, OSE - Innocenti, #00133202 (Open to EU Citizens or Valid Italian Work Permit Holders)

This is a re-advertisement, candidates who have already applied do not need to re-apply.

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.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for professional and personal development that will help them reinforce a sense of purpose while serving children and communities across the world. We welcome everyone who wants to belong and grow in a diverse and passionate culture, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, the right to Access

How can you make a difference?

The Office of Strategy & Evidence (OSE) provides leadership across UNICEF and is accountable for the areas of data, research and evidence generation, foresight, knowledge, and assure development effectiveness through strategic planning, monitoring and results & risk management. It drives the evidence to globally position the Organization on all child related issues, monitor SDGs and serves as the institutional lead for excellence in data, research and foresight on children and child rights to primarily support the national governments and stakeholders' as well as United Nations and the global community to progressively realize the rights of the child everywhere.

The Office is in Florence in rented spaces with a capacity of up to 150 staff. The selected candidate will join the Operations team to support mainly in facilities management and related activities.

The ideal candidate is fluent in English and Italian, has at least 5 years of relevant administrative experience, preferably in facilities management.

If you have the required experience, you are good at problem solving and communicating with people from different backgrounds, and you enjoy working in a multicultural environment, you could be the person we are looking for.

Facilities Management

• Acts as general building supervisor to ensure that the overall appearance and functioning of the UNICEF office space is up to the organization’s standards.
• Support with security management, including ensuring that building security and access control is maintained. This includes both the electronic access system and physical key control and liaison with Security company.
• Establish and keep collaborative arrangements with the landlord and services providers to ensure smooth management of premises.
• Provide support in development of improvement projects related to energy and resource efficiency as well as accessibility of premises.
• Ensures that furniture requirements are planned, procured and installed.
• Liaises with the office’s ICTD function to co-ordinate activities when required.
• Ensures that all UNICEF and EU health and safety requirements are met.
• Ensure first aid boxes are always in working order.

Facilities Maintenance

• Support in co-ordination and supervision of vendors performing facilities maintenance.
• Prepare a detailed maintenance plan to ensure that maintenance is planned and executed proactively with as little interruption to business operations as possible.
• Maintain an accurate and updated registry / log of all services/ works implemented by the maintenance companies in the building(s).
• Ensures that emergency maintenance is performed as soon as possible with as little interruption to business operations as possible.
• Liaise and coordinate with host Institution related to premises management and extraordinary maintenance needs.
• Act as focal point for all facilities-related requests from staff.
• Timely escalation to supervisor of critical issues. 

Workspace Co-Ordination

• Acts as focal point for managing the office’s workspace allocation (e.g. hot desking).
• Acts as administrator in the workspace management software that the office is using.
• Handle move