Administrative Assistant

Vor 5 Tagen

Schweiz UNICEF Vollzeit

**Job no**: 550769
**Contract type**: Temporary Appointment
**Duty Station**: Geneva
**Level**: G-5
**Location**: Switzerland
**Categories**: Administration

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

As part of the Operations and Finance section of UNICEF’s global Private Fundraising & Partnerships (PFP) Division, the Geneva-based Finance Unit consists of two sub-Units the Financial Services Unit (FSU) and the Budget and Analysis Unit (BAU). The Finance Unit ensures that revenues and expenses for the Division are recorded in compliance with financial rules and regulations. The Finance Unit also that funds allocated to the programmes will allow UNICEF to deliver the highest quality financial and programme results and that donors receive high-impact and meaningful donor reports that meet their expectations.

**For every child, Support**

Under the supervision and guidance of the Chief of Finance, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized ones for the Finance Unit that require requiring thorough knowledge of UNICEF’s administrative procedures, processes, and policies.

**How can you make a difference?**

**Summary of key functions/accountabilities**:
1. Office Administration and Coordination functions
- Monitor work progress and priorities of the section and team by following-up on deadlines, commitments, etc. and raise any concerns to the supervisor.
- Maintain the supervisor's calendar, schedule appointments and meetings and brief him/her on matters to be considered prior to scheduled meetings.
- Maintain and update section's calendar including monitoring and maintenance of staff attendance records.
- Initiate administrative actions related to engagement of Consultants, Interns and Volunteers including obtaining all relevant documents, initiating recruitment actions for Consultants in VISION, and processing Travel Authorisations.
- Coordinate the work of other General Service staff, Individual Contractors, Interns or Volunteers particularly during special projects. Verify that the work is done in accordance with the Division's /Organisation's standards and within established deadlines.
- Oversee the management of office space, and the acquisition and maintenance of office equipment and supplies.

2. Correspondence and Communication
- Identify and extract information from various sources and prepare briefing notes and/or summaries for inclusion in correspondence and reports.
- Draft moderately complex correspondence based on first-hand knowledge of work schedule or events, rough notes, or verbal instructions, for the supervisor's approval.
- As required, review outgoing correspondence for composition and style as well as grammatical accuracy, factual correctness, and adequacy of treatment as well as adherence to PFP/UNICEF procedures.
- Establish internal tracking systems and procedures for correspondence and documents.
- Make informal translations of correspondence into other official languages as required.
- Communicate information regarding the work of the section/unit to internal and external stakeholders and coordinate responses to sensitive inquiries on behalf of the supervisor and the team.
- Maintain and update the section's/unit's internal website.

3. Budget and Procurement
- Act as a budget focal point for the section/unit.
- Review and monitor expenditures against the administrative budget for the office in the ERP system (VISION), bringing to the attention of the supervisor any problems or discrepancies that warrant further review.
- Manage the full administrative process for procurement needs:

- Prepare relevant documents for the requests and raise requisitions in the ERP system (VISION).
- Follow up throughout process ensuring timely completion of procurement.
- Receive and verify invoices.

4. Meeting Organization
- Organize high-level meetings including taking responsibility for finalization of the meeting agenda, invitations, the production and distribution of documentation, and preparation of minutes of meetings. Distribute meeting reports and information and monitor any required follow-up actions.
- Recommend and book appropriate venues and oversee meeting supplies and room set-up.
- Liaise with hotels, restaurants and other meeting services providers to facilitate proper coordination.
- Act as focal point for delegates' practical needs during meeting.
- Act as meeting rapporteur.
- Lead the scheduling and organization of the monthly revenue calls with the major markets.

5. Travel
- Proactively develop travel itineraries and initiate Travel Authorizations (TA) actions in VISION for team members' duty travel and other entitl

  • Administrative Assistant

    vor 16 Stunden

    Schweiz adamoislandsaddles Vollzeit

    We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities. **Job Type**: 100% **Salary**: CHF80,000.00 -...

  • Administrative Assistant Technical Services

    Vor 6 Tagen

    Schweiz Hawker Pacific Vollzeit

    Summary: Since 1967, Jet Aviation has been crafting flight in its smoothest form. From one hangar in Basel, Switzerland, to some 4,000 employees, and some 50 locations worldwide. Aircraft Management, Aircraft Sales, Charter, Completions, Defence, FBO, Fixed and Rotary Wing Maintenance, and Staffing. Behind every seamless Jet Aviation experience, is a team of...

  • Administrative Assistant

    vor 1 Woche

    Schweiz United Nations Vollzeit

    This position is located in the Operational Support Section (OSS) of the International, Impartial and Independent Mechanism to assist in the investigation and prosecution of persons responsible for the most serious crimes under International Law committed in the Syrian Arab Republic since March 2011 Mechanism). The Administrative Assistant is required to...

  • Assistante Administrative Bâtiment Bilingue Italien

    vor 2 Wochen

    Schweiz Groupe PGN Vollzeit

    Nous recrutons pour l'un de nos clients dans le bâtiment une assistante administrative bilingue itsalien pour un poste à 100%. Votre mission: - traitement des courriers - gestion des documents en lien avec le chantier - coordination entre les différentes entreprises - gestion des fournisseurs : bon de commande, bon de livraison - prise de...

  • Administrative Assistant Technical Services Leader

    vor 2 Wochen

    Schweiz Hawker Pacific Vollzeit

    Summary: Since 1967, Jet Aviation has been crafting flight in its smoothest form. From one hangar in Basel, Switzerland, to some 4,000 employees, and some 50 locations worldwide. Aircraft Management, Aircraft Sales, Charter, Completions, Defence, FBO, Fixed and Rotary Wing Maintenance, and Staffing. Behind every seamless Jet Aviation experience, is a team of...

  • Assistante Administrative Qualité

    vor 2 Wochen

    Schweiz Interima Vollzeit

    **INTRODUCTION: **Dans le cadre de ses activités de développement, notre client, une industrie pharmaceutique de renommée internationale, recherche pour son site de Neuchâtel: **Assistante administrative qualité H/F**: **DESCRIPTION DE LA MISSION**: - Traiter et préparer les enregistrements et les documents relatifs aux lots exécutés afin que les...

  • Junior Administrative Assistant for a Trust Company!

    vor 7 Monaten

    Schweiz Academic Work Vollzeit

    favorite_borderSave job **City**: Genève **Job Category**: HR / Office / Admin **Extent**: Full time, 6 months minimum **Start date**: ASAP **Type of work**: Recruitment **About the role**: On behalf of our client, an international trust company providing wealth solutions for families, investors, institutions and entrepreneurs, we are looking for a...

  • Executive Assistant 100%

    Vor 5 Tagen

    Schweiz Humanis Vollzeit

    Ihre Aufgaben - Erste Ansprechperson in einer dynamischen Drehscheibenfunktion für interne und externe Kontakte - Administrative und vielfältige organisatorische Unterstützung des Präsidenten - Agenda Management inklusive Vor-/Nachbereitung sowie Protokollführung in Deutsch/Englisch - Erstellung diverser Korrespondenz sowie Präsentationen in...

  • Assistante Médicale

    Vor 3 Tagen

    Schweiz SeAD Placement Vollzeit

    **Votre mission**: Au sein du service de proctologie d'une clinique, vous serez amené à accueillir les patients ; à gérer les prises des rendez-vous ; à effectuer les tâches administratives variées ; à assister les praticiens dans l’exercice de leurs fonctions ; à assurer des soins techniques. Poste à durée indéterminé à 80%. **Vos...

  • Management - Supporter:in (Executive Assistant)

    vor 1 Woche

    Schweiz Wüest Partner Vollzeit

    Unternehmensbeschreibung** Wüest Partner** ist ein innovatives und unabhängiges Dienstleistungsunternehmen in der Immobilienwirtschaft. Seit 1985 schaffen wir fundierte Entscheidungsgrundlagen mittels Kombination von Expertise, Daten und digitalen Lösungen. Branchenführend mit umfassen-den Leistungen in den Bereichen Bewertung, Beratung, Daten &...

  • Assistante Sociale

    vor 16 Stunden

    Schweiz Medicalis Vollzeit

    **INTRODUCTION**: Vous êtes **Assistante Sociale **et vous recherchez une longue mission sur le Canton de Genève? Notre client, une structure de renom é Genève recherche: **Assistante Sociale H/F** **DESCRIPTION DE LA MISSION**: Accompagner les bénéficiaires dans les démarches administratives et sociales: - transport - course - ménage - Soins -...

  • Assistant Relationship Manager Intermediaries

    vor 1 Woche

    Schweiz Julius Baer Vollzeit

    At Julius Baer, we celebrate and value the individual qualities you bring, enabling you to be impactful, to be entrepreneurial, to be empowered, and to create value beyond wealth. Let’s shape the future of wealth management together. Responsible for the accurate and timely processing of client instructions, as well as the efficient handling of client...

  • HR Assistant 80-100%

    Vor 5 Tagen

    Schweiz Bossard Vollzeit

    Wir sind ein weltweit führender Anbieter von Produktlösungen und Dienstleistungen in der industriellen Verbindungs - und Montagetechnik mit Hauptsitz in Zug. Entscheide dich für Bossard als Arbeitgeberin und profitiere von attraktiven Anstellungsbedingungen. Zur Verstärkung unseres HR Teams suchen wir eine:n **HR Assistant 80-100% (all genders)**: In...

  • Assistant Administratif

    vor 1 Woche

    Schweiz PROJECT INTERIM Sàrl Vollzeit

    **_Mandaté par l’un de nos clients, nous recherchons activement un(e) _**assistant(e) administratif(ve) pour compléter son équipe. Le taux d’occupation est de 50 à 100%. Vous aurez la gestion des tâches administratives et du suivi des nouveaux clients. Vous avez de l'expérience dans le domaine fiduciaire. Le lieu de travail est 1213...

  • Back Office Assistant

    vor 1 Woche

    Schweiz Evatec AG Vollzeit

    **Back Office Assistant (2 x 50% oder 100%)**: Evatec ist ein Schweizer Unternehmen mit Aussenstellen in den USA, Europa und Asien, das sich auf die Entwicklung, Produktion und den Vertrieb von Hightech-Dünnfilm-Beschichtungsanlagen für den Halbleiter-, Optik - und Optoelektronik-Markt spezialisiert hat. Von den hellen LEDs in unseren Autos bis hin zu den...

  • Assistante de Gestion

    vor 7 Monaten

    Schweiz Start emploi Vollzeit

    Notre client, une Banque Privée Suisse active au niveau international, recherche un(e) **ASSISTANT(E) DE GESTION** **"Poste fixe"** **qui aura pour tâches**: - Appui aux gérants pour toutes les tâches administratives lors de l’ouverture d’une nouvelle relation, lors des interactions avec le client et lors de la clôture des comptes. - Traitement...

  • Assistante Commerciale

    vor 7 Monaten

    Schweiz Start emploi Vollzeit

    Pour le compte de notre client, Société active dans le domaine énergétique et bâtiment à **Lausanne**, nous recherchons un/e: **ASSISTANTE ADMINISTRATIVE ET COMMERCIALE** **"Poste fixe à 80%"** **Description du poste** **: Sous la responsabilité du Directeur de la société, mais en lien avec l’ensemble de l’équipe, vous assurerez nombres de...

  •  Mission étudiante

    vor 2 Wochen

    Schweiz Academic Work Vollzeit

    Tu es à la recherche d'une mission sur le long terme en parallèle de tes études? Tu es disponible 8h/semaine (1 journée) et tu as déjà eu l'occasion d'effectuer des tâches administratives? On te décrit comme une personne consciencieuse, débrouillarde et sachant faire preuve de beaucoup de discrétion? N'attends plus et postule ! Il s'agit d'une...

  • Assistant Administratif-fleuriste

    vor 2 Wochen

    Schweiz Crit Vollzeit

    Nous sommes à la recherche pour l’un de nos clients spécialisés dans la décoration et composition florale, **d’une Assistante Administrative-Fleuriste H/F avec expérience** pour intégrer une entreprise familiale dans la région de **Lausanne (Temporaire 50% à 60 %)** **MISSION**: Proposer et réaliser des projets complets des activités...

  • Assistant Director of F&b

    vor 1 Tag

    Schweiz PermServ AG Vollzeit

    Zurück zur Übersicht PermServ AG verbindet Menschen und Unternehmen. Die Erfahrung und Kompetenz unserer Consultants garantieren Ihnen eine exzellente, schnelle und individuelle Dienstleistung. Wir begleiten und betreuen Sie auf dem Weg zu Ihrem beruflichen Ziel. Wir suchen für einen 5* Betrieb in der Deutschschweiz mit verschiedenen F&B Outlets und...