Administrative Associate

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the Organization does — in programmes, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give more children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

The UNV is rsponsible for executing a broad variety of routine tasks and some specialized for the Administrative section, requiring thorough alignment of the United Nations Children's Fund (UNICEF) administrative procedures, processes and policies. The UNV will also ensure accurate tracking of administrative supplies and assets, deliver monthly inventory reports, and provide logistical support for capacity development activities and partner meetings—aligned to valid budget approvals and implemented through OASIS.

1. Asset Management
2. Travel
3. Transport
4. Low value contracting for the Office
5. Events and Conferences
6. General Administrative Duties
7. Equipment management support
Digital Dexterity
• Champion digital solutions and support colleagues in adopting new tools for efficiency.
• Maintain digital archives in line with the United Nations Children's Fund (UNICEF) digital workforce and data protection guidelines.
• Utilize data visualization tools to obtain analytics and synthesized information.
• Safeguard documents ensuring confidentiality and mitigate data risks.
Asset Management
• Ensure all organizational assets are properly recorded, safeguarded, and utilized in line with policies and donor requirements.
• Maintain an updated asset register, oversee tagging, movement, and disposal of assets, and ensure timely reporting for audits and compliance.
• Proceed with assets verification, monitor their condition, and facilitate regular inventories.
• Support procurement and disposal processes and maintain transparent documentation for management decision-making.
Travel
• Provide travel assistance to staff in the Section for travel arrangements and entitlements based on the organization’s rules and policies.
• Liaise with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
• Brief and debrief staff members on issues relating to administrative matters such as visas, security clearance, and documentation procedures.
Transport
• Supervise Driver Pool.
• Manage vehicles.
Low value contracting for the Office
• Prepare and file documents, complete necessary forms and templates, and make necessary logistical arrangements for low value acquisitions for the Office.
• Keep vendor lists, partners, and consultant rosters up to date.
• Arrange for the purchase and timely distribution of office supplies.
Events and Conferences
• Support capacity development activities and conferences by making logistical arrangements through engaging with facilitators, caterers, and hosts.
• Arrange times by liaising with participants over availability.
• Liaise with budget focal points and Section over costs and needs.
• Prepare background materials for participants and upload cleared materials to the intranet.
• Prepare and maintain agendas on meetings and events related to the work group commitments.
General Administrative Duties
• Maintain hard and electronic files and update database systems, ensuring timely and appropriate recording, safekeeping, and disposal of confidential information.
• Maintain attendance records.
• Maintain buildings, furniture, and equipment.