Administrative Associate

UNICEF works in over 190 countries and territories to save children's lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

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For every child, the right to a fair chance

As part of the consolidation of United Nations agencies at the United Nations House in Diamniadio, UNICEF Senegal is preparing to vacate and hand over its current premises by 31 December 2026 and relocate its staff to the new premises in January 2027. This transition requires temporary reinforcement of the Administration team to ensure service continuity and support operations related to the move, contract closures, and handover of the premises. To this end, UNICEF seeks to establish a roster of qualified candidates to meet administrative support staffing needs during this period.

How can you make a difference?

Under the supervision of the designated supervisor, the Administrative Associates will provide administrative, operational, and logistical support to the assigned team, with a focus on facilitating UNICEF Senegal's relocation to the United Nations House in Diamniadio and the handover of its current premises. The role involves supporting document and records management, asset inventory and tracking, administrative transactions, and coordination of relocation-related activities, in accordance with UNICEF policies, procedures, and processes. The incumbent will contribute to the timely completion of relocation tasks and the continuity of administrative services throughout the transition.

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 qua...