BATCH RECRUITMENT: Administrative Assistant

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.

For every child, an Education

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children's rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society's most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

Strategic office context:

UNICEF Supply Division (SD) works to ensure equitable and inclusive access to essential supplies and services for children and their families, in development, humanitarian and fragile contexts. These supplies are critical to saving lives, supporting children's health and education, and protecting them from abuse, exploitation, and neglect. As the UN's largest end to end supply chain entity, UNICEF leverages its global reach, market influence, supply chain expertise and partnerships with governments, civil society, private sector, industry, and other stakeholders to meet children's needs and protect their rights around the world. 

SD focuses on three result areas to maximize impact, scale, and effectiveness: strategic procurement; supply preparedness and response in humanitarian and fragile contexts; and supply chain optimization. To facilitate and accelerate progress toward these results, SD employs three change strategies: financing for supply and services, supply chain digitalization and supply chain localization. 

Within SD, the Admin Unit as part of the Operations cone is tasked with facilitating and coordinating all site and premises operations in multiple campuses (UN City Campus 1, Campus 2 and future Campus 4) and ensures efficient functioning and support enabling SD to function and deliver on its mandate, goals and achievements.

How can you make a difference? 

Under the direct supervision of the Senior Admin Assistant (G7), the incumbent provides essential administrative and operational support to ensure effective management of UNICEF's premises, facilities, and office services. The role contributes to a safe, functional, and efficient work environment by coordinating logistics, maintenance, transport, and eco-efficiency initiatives, while ensuring compliance with administrative policies and supporting the office's operational goals.

Summary of key functions/accountabilities:

• Monitors and undertakes tasks and requests within the Service Gateway tool to ensure efficient and timely execution of service and support requests. Monitors and undertakes tasks and requests within the Service Gateway tool to ensure efficient and timely execution of service and support requests. Coordinates with respective service providers, trades and technicians, landlord and other external and internal counterparts as required.
• Serves as initial first level response for troubleshooting various site and facilities malfunctions based on calls and requests to Reception and Service Gateway tool for environmental and building systems and facilities, aiming to maintain regular operation and functioning of Premises.
• Performs physical labor required for loading, unloading, stacking and moving various materials, supplies, packages, tools, and other building maintenance and similar items needed for maintenance, operation, repairs and related activities for operating of site and premises.
• Carries out furniture movements, meeting and event room seating and furniture set-ups by loading and unloading chairs, tables, couches, displays and other meeting and event furnishings, together with workstations, cabinets, other office and general area and similar furnishings throughout the premises.
• Performs driving duties for transport of personnel, supplies, furnishings, building materials and other items using passenger car, or cargo and passenger vans. Performs loading and unloading of cargo and other materials being transported, with point-to-point pick-up and delivery. Passes safe driving courses and similar training to ensure the highest safety standards for passengers and cargo and always maintains clean and tickets free driving record.
• Coordinates and ensures that all office vehicles are serviced and repaired according to service schedule, and prepares reports on vehicle use, fuel consumption, cost of repairs and cost of fuel monthly and at the end of the year consolidated vehicle reports. He/she also ensures that all office vehicles are always kept clean, verifies and certifies invoices for all vehicles expenses including fuel consumption, repairs and maintenance.
• Supports asset management and inventory processes, including barcoding, annual physical counts, and maintaining asset records. Maintains the database for furniture and equipment and undertakes preparation and follow-up of Property Survey Board (PSB) submissions in line with organizational procedures.
• Coordinates the secure destruction or recycling process and activities for expired archives, supplies, warehouse items or site and premises refuse coordinating with relevant teams and vendors.
• Supports administrative and logistics activities with delivery and pick-ups with related to Visa and UNLPs issuance, coordinates internally and externally as needed.
• Assists with the various aspects and elements of safety and security management, and SD's Business Continuation Plan and the Emergency Notification System (ENS), evacuations, etc.
• Responsible for all the office mail room functions for mail, pouch and courier services. Offers support and advice on Customs franchise documentation for samples and shipments.
• Monitors stationery and office supply levels, ensuring availability and accurate monthly usage tracking. Ensures regular distribution of copy paper for office machines.
• Assists in implementing UNICEF eco-efficiency initiatives, collecting and reporting data on use and Indoor Air Quality, ensuring accurate reporting through the EFAAT tool. Monitors trends and supports the Green Team in promoting awareness through regular campaigns.
• Provides general administrative and logistical support, including travel coordination in liaison with GSSC, reception duties, meeting room bookings, and welcoming visitors. Acts as a backup for colleagues in the Administration Unit as needed.
• Performs other related duties to support daily operations and emerging priorities, including urgent logistical tasks aligned with UNICEF policies and procedures.

If you would like to know more about this position, please review the complete Job Description here:  JD_Admin Assistant_GS-5,

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

Education:

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.

Mandatory License Requirement:

• A valid Category B driver's license that permits driving in Denmark is required. The license must have a clean record. Applicants should upload clear copies of the front and back of the license.

Experience:

• A minimum of 5 years of relevant administrative or clerical work experience is required.

 *A bachelor's degree from a recognized academic institution in a field relevant to the position may replace three years of related work experience. A master's degree may replace an additional two years.

Language Requirements: Fluency in English is required. Knowledge of another UN language or local language of the duty station is considered as an asset.    

For every Child, you demonstrate...

UNICEF's Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

The UNICEF competencies required for this post are…

• Builds and maintains partnerships
• Demonstrates self-awareness and ethical awareness
• Drive to achieve results for impact
• Innovates and embraces change
• Manages ambiguity and complexity
• Thinks and acts strategically
• Works collaboratively with others 

Familiarize yourself with our competency framework and its different levels.

Required functional competencies:

• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
• Thorough knowledge of UNICEF administrative policies and procedures.
• Organizational, planning and prioritizing skills and abilities.
• Ability to deal patiently and tactfully with internal and external collaborators, and visitors.
• High sense of confidentiality and discretion, initiative and good judgment.
• Ability to work effectively with people of different national and cultural backgrounds.
• Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.
• Ability to perform and assist with physical work by carrying and manually transporting packages, office equipment and furniture, building materials, packages and similar up to 20 kg.
• Cascading working hours (ie early morning and late evening outside core hours) is mandatory for this position.
• Flexibility and willingness to work overtime, and on holidays and weekends for urgent and operationally necessary events on as needed basis.

The capabilities required for this post are…

Project Management: 

• Use project management tools to organize and track tasks within a project ​ 
• Schedule and prioritize tasks to meet deadlines 
• Provide project updates and report issues 

Collaboration:

• Use tact and discretion in sensitive situations ​ 
• Communicate thoughtfully and diplomatically considering how words may be perceived by others
• Write clearly and concisely in emails and reports, outlining brief summaries and suggested actions
• Communicate key points and recommendations verbally in a clear and direct manner ​ 
• Organize, visualize and present data, tailoring visuals to highlight key insights 

Problem Solving: 

• Compare different sets of information to identify correlations and differences ​ 
• Analyze information to identify the root cause of problems and possible risks ​ 
• Identify key data and patterns in reports and summaries ​ 
• Organize, visualize and present conclusions in a structured and logical way ​ 
• Consider and suggest possible solutions to resolve problems independently ​ 
• Consider available information when making decisions​ 

Digital Dexterity: 

• Use AI tools and digital platforms to collect information ​ 
• Assess AI generated tasks for accuracy and effectiveness ​ 
• Use key organizational business systems and digital platforms ​ 
• Manage and organize digital documents and files in alignment with digital workforce policies and culture ​ 
• Safeguard documents ensuring confidentiality and manage data risks ​ 

UNICEF promotes and advocates for the protection of the rights of every child, everywhere, in everything it does and is mandated to support the realization of the rights of every child, including those most disadvantaged, and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, minority, or any other status.

UNICEF encourages applications from all qualified candidates, regardless of gender, nationality, religious or ethnic backgrounds, and from people with disabilities, including neurodivergence. We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF provides reasonable accommodation throughout the recruitment process. If you require any accommodation, please submit your request through the accessibility email button on the UNICEF Careers webpage Accessibility | UNICEF. Should you be shortlisted, please get in touch with the recruiter directly to share further details, enabling us to make the necessary arrangements in advance.

UNICEF does not hire candidates who are married to children (persons under 18). UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities. UNICEF is committed to promote the protection and safeguarding of all children.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF is committed to fostering an inclusive, representative, and welcoming workforce. For this position, eligible and suitable candidates are encouraged to apply.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason. 

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants' bank account information.

In this role, you will collaborate with colleagues across multiple locations. For effective collaboration, we encourage flexible working hours that accommodate different time zones while prioritizing staff wellbeing.

Humanitarian action is a cross-cutting priority within UNICEF's Strategic Plan. UNICEF is committed to stay and deliver in humanitarian contexts. Therefore, all staff, at all levels across all functional areas, can be called upon to be deployed to support humanitarian response, contributing to both strengthening resilience of communities and capacity of national authorities.

Additional information about working for UNICEF can be found here.