Overview
The Administrative Assistant will provide comprehensive administrative, financial, travel, and coordination support to the Individual Giving team during a defined transition period, ensuring continuity of day-to-day operations through the end of 2026.
Key Responsibilities
- Monitor overall work progress and priorities of the Individual Giving team by tracking deadlines, commitments and deliverables.
- Support administrative actions related to Temporary Appointments, consultants, interns and individual contractors.
- Assist managers with the organization of meetings and internal events.
- Maintain and manage shared drives, SharePoint sites and internal collaboration pages.
- Support onboarding and off-boarding processes for team members.
- Act as administrative and budget focal point for the Individual Giving team.
- Review and monitor expenditures against approved administrative and operational budgets.
- Support cash forecasting and administrative budget tracking.
- Manage the end-to-end administrative process for procurement actions.
- Receive, verify and process invoices and related financial documentation.
- Provide coordination support to time-bound team initiatives and projects.
- Liaise with internal stakeholders to ensure timely follow-up of agreed actions.
- Provide travel assistance to staff.
- Maintain accurate travel records in UNICEF systems.
- Assist in monitoring travel budgets.
Required Experience
- A minimum of five (5) years of relevant experience in administrative, finance, travel or operational support functions is required.
- Strong proficiency in MS Office applications, particularly Excel and PowerPoint.
- Prior experience providing administrative support within a fundraising, or private sector partnerships context in UNICEF or a comparable international organization is an asset.
- Demonstrated experience working with organizational ERP systems (e.g. SAP/VISION), procurement, contracts, travel and administrative processes.
- Proven experience in budget management and financial administration is an asset.
- Strong experience in administrative coordination in a high‑volume, deadline‑driven environment is an asset.
- Experience supporting teams through periods of organizational change or transition is an asset.
Qualifications
• Completion of secondary education is required; additional administrative or technical training is an asset.
