Key responsibilities include: 

• Administrative Support: Manage correspondence, emails, filing, data entry, meeting schedules, minutes, and other routine administrative tasks in accordance with UNICEF policies and procedures. 

• Document Management and Archiving: Organize, classify, inventory, archive, and securely transfer physical and electronic records, including contracts, invoices, asset registers, and premises handover documents. 

• Relocation and Premises Handover: Support the coordination and tracking of relocation activities, maintain checklists and action trackers, follow up on outstanding tasks, and compile documentation required for the closure and handover of the current premises. 

• Asset and Supplies Management: Update equipment and furniture inventories, support physical verification, tagging, movement, reconciliation, and handover of assets, and coordinate office supplies and equipment maintenance. 

• Budget and Invoice Processing: Maintain budget monitoring records, track expenditures and outstanding payments, collect and verify invoices, and support transaction processing and financial closure in VISION. 

• Procurement and Contract Administration: Prepare and maintain procurement and contract documentation, support consultant and service provider arrangements, and follow up on contract closures and pending administrative actions. 

• Planning, Reporting and Coordination: Update progress trackers, compile administrative data, monitor deadlines, prepare reports, and liaise with relevant teams and service providers to ensure timely completion of activities. 

• Logistics and Travel Support: Arrange meetings, events, travel, staff movements, and equipment transfers, as required, to facilitate business continuity and relocation. 

• Other Duties: Perform other related duties as assigned by the supervisor. 

To qualify as an advocate for every child you will have…  

Minimum requirements: 

• Education: Completion of secondary education is required. Professional and/or university courses related to administration, office management, records management, logistics, finances, human resources or a related field is an asset.  

- A Bachelor’s degree may be accepted in lieu of three (3) years of relevant work experience, and a Master’s degree may be accepted in lieu of an additional two (2) years of relevant work experience, subject to applicable UNICEF recruitment policies and procedures. 

• Work Experience: At least 6 years of relevant administrative or clerical work experience required. 

• Skills (optional): 

• Strong organizational, coordination, and time-management skills, with the ability to manage multiple tasks and meet deadlines. 
• Good document management, filing, archiving, and record-keeping skills. 
• Proficiency in Microsoft Office applications, particularly Word, Excel, and Outlook. 
• Attention to detail and the ability to maintain accurate inventories, trackers, and administrative records. 
• Strong interpersonal and communication skills, a collaborative approach, and the ability to work effectively under pressure.

• Desirables: 

-Additional training or certification in administration, office management, records management, logistics, or a related field. 

- Experience supporting office relocation, premises handover, asset inventory, document archiving, or administrative and financial closure. 

- Experience using enterprise resource planning systems, particularly SAP/VISION, and proficiency in Microsoft Office applications, especially Excel. 

- Relevant work experience at the country level, particularly in development, fragile settings, and humanitarian contexts. 

- Knowledge of UNICEF administrative policies, procedures, and processes.