Administrative Assistant, G-5, 11 posts, Fixed Term, Private Fundraising and Partnerships, Rome

UN Atlas; Roma; In loco; EUR 30.000 - 38.000; Tempo pieno

Descrizione del lavoro

UNICEF Rome is seeking an Administrative Assistant to provide essential administrative, coordination, and operational support to the Private Fundraising and Partnerships division. The role helps ensure smooth day-to-day functioning and enables teams to focus on outcomes for children.

Responsibilities include managing correspondence, scheduling meetings, travel arrangements, and records, coordinating events, and supporting reporting and knowledge management while ensuring compliance with UNICEF

Competenze

• High school diploma or equivalent; additional administrative training is a plus.
• Minimum of three years of relevant administrative or secretarial experience.
• Experience in an international organization is an asset.

Mansioni

• Provide comprehensive administrative support to assigned teams, including correspondence and records management.
• Schedule meetings, arrange travel, and maintain calendars with attention to detail.
• Coordinate meetings, workshops, and events, ensuring participants have needed information.
• Assist in preparing reports and presentations, ensuring accuracy and clarity.
• Support procurement processes and vendor communications for goods and services.
• Manage contract tracking and renewals, particularly at inter-agency level.
• Maintain efficient information management systems and document filing.

Conoscenze

Administrative Support

Office Management

Record Keeping

Meeting Coordination

Travel Arrangements

Information Management

Communication

Organizational Skills

Time Management

Stakeholder Coordination

Document Preparation

Procurement Support

Formazione

High school diploma or equivalent

Descrizione del lavoro

Organizational context: UNICEF operates in over 190 countries, dedicated to saving children's lives, defending their rights, and helping them reach their full potential. We are committed, passionate, and proud of our work, viewing the promotion of children's rights not just as a job but as a calling. UNICEF offers diverse opportunities for professional and personal growth, fostering a sense of purpose while serving children globally.

Job purpose: The Administrative Assistant will provide essential administrative, coordination, and operational support to assigned teams within UNICEF's Private Fundraising and Partnerships (PFP) division. This role is crucial for ensuring the smooth day-to-day functioning of the office, enabling colleagues to focus on achieving results for children. The incumbent will manage planning, organization, follow-up, and stakeholder coordination to enhance operational efficiency. This batch recruitment seeks eleven Administrative Assistants to support various PFP teams, including BRIDGE & PASS, Child Rights Advocacy and Governance, Corporate Partnerships, Country Office Development and Support & AMI, Deputy Director Operations & Finance, Deputy Director PSFP, Global Philanthropy, Humanitarian Funding, Individual Giving, and Private Sector Communication and Engagement. Each position, while sharing a common job description, will have a unique operational context and specific focus depending on the team they support.

Responsibilities: Provide comprehensive administrative support, including managing correspondence, scheduling meetings, making travel arrangements, and maintaining records for assigned teams. Coordinate logistical aspects of meetings, workshops, and events, ensuring all participants have necessary information and resources. Support the preparation of reports, presentations, and other documents by gathering information, formatting content, and ensuring accuracy and clarity. Assist in managing and tracking project-related activities, deadlines, and deliverables, ensuring timely follow-up. Maintain efficient information management systems, including filing, record-keeping, and database updates, ensuring easy access to relevant documents. Support the procurement process for goods and services, including preparing requisitions, tracking orders, and managing vendor communications. Assist in managing specific and complex contracts, particularly at an inter‑agency level, involving yearly renewals and price negotiations. Facilitate communication and information flow between team members, other UNICEF departments, and external stakeholders. Contribute to the development and management of knowledge products and materials, including editing and layout. Support due diligence processes by managing documentation, tracking case management, and ensuring compliance with procedures. Assist in maintaining business continuity during periods of high operational demand. Ensure compliance with UNICEF's administrative policies, procedures, and standards.

Education: High school diploma or equivalent is required. Additional relevant administrative training or certification is an asset.

Work experience: A minimum of three years of relevant administrative or secretarial experience is required. Experience in an international organization or UN system is an asset.

Skills: Administrative Support, Office Management, Record Keeping, Meeting Coordination, Travel Arrangements, Information Management, Communication, Organizational Skills, Time Management, Stakeholder Coordination, Document Preparation, Procurement Support

Required languages:

Desired languages: