Administrative Assistant

**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