Administrative Assistant, G-5, Fixed Term Position, #00109574, Executive Director's Office, NYHQ

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 a Future

How can you make a difference?

The primary function of the office of the Executive Director (OED) is to provide vision, leadership, and strategic direction; and to set and direct implementation of the objectives of UNICEF globally. OED must provide strong governance and oversight and efficient and effective management. OED also provides overall guidance to offices across the organization for achieving the results outlined in the strategic plan.

OED has been leading and bringing together cross-functional teams to work on specific campaigns, initiatives and projects as a contribution to UNICEF’s wider programme goals, as underpinned by the Executive Director’s vision. A more structured way of working will be integral to accelerate the achievement of results for children in accordance to UNICEF’s current, as well as upcoming Strategic Plan and the 2030 Sustainable Development Goals.

Under the supervision and guidance of the Deputy Chief of Staff (DCoS), the Administrative Assistant supports a wide range of routine administrative and transactional tasks, along with certain specialized responsibilities across sections within OED. The role requires a solid understanding of UNICEF administrative procedures, processes, and policies.

1. Procurement 

• Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by supply division and DPC.
• Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements.
• Maintains up-to-date vendor lists, partners, and consultant rosters.

     2.  Communications & Workflow

• Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
• Manages incoming and outgoing correspondence, e-mails and telephone calls.
• Communicates routine and some non-routine information pertaining to the work of the team.
• Establishes and maintains the office filing and reference systems, both traditional and digital. 

1. Calendar/Meetings/Correspondence Management

• Maintains office calendar and arranges meetings.
• Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.

1. Events/Logistics

• Supports capacity development activities and conferences by making logistical arrangements, through engaging with facilitators, caterers and hosts.
• Arranges times through liaising with participants over availability.
• Liaises with budget focal points and section over costs and needs.
• Prepares background materials for participants and uploads cleared materials to the intranet.
• Prepares and maintains agendas on meetings and events related to the work group commitments.

1. Travel 

• Provides travel assistance to staff members in the section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
• Briefs/de-briefs staff members on issues relating to related administrative matters suc