Administrative Assistant (Events Management) G5, Nairobi, Kenya#135164

Administrative Assistant (Events Management) G5, Nairobi, Kenya#135164 UNICEF - United Nations Children’s Fund Nairobi National GS-5, General Service - No need for Higher Education - Locally recruited position level Speaks Chinese, Arabic, English, French, Russian, Spanish Application deadline: March 31, 2026 Closed Apply Summary by Impactpool The Administrative Assistant (Events Management) role at UNICEF in Nairobi is responsible for overseeing the planning and coordination of meetings, conferences, and training sessions. This position ensures compliance with organizational standards and manages logistics, procurement, and communications related to events. The role also involves maintaining calendars, providing on-site support during events, and managing financial processes. The ideal candidate will have a strong background in administrative support and event management. Candidate Requirements: Completion of secondary education Minimum five years of relevant administrative or clerical work experience Technical knowledge in audio-visual management Risk assessment and contingency planning skills Venue selection and logistics management experience Vendor and supplier management skills Fluency in English Knowledge of another UN language or Kiswahili is an asset The position is required to support the expanding operational demands related to meetings, conferences, trainings and high-level engagements across the office. As the office increasingly hosts multi-stakeholder forums, internal coordination sessions and donor/partner engagements, a dedicated role is needed to oversee end-to-end event planning, efficient venue allocation, and integration of logistical, procurement, financial and administrative functions in close liaison with transport and travel. 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. At UNICEF, we are committed, passionate, and proud of what we do for as long as we are needed. Promoting the rights of every child is not just a job – it is a calling. UNICEF is a place where careers are built: we offer our staff diverse opportunities for professional and personal development that will help them reinforce a sense of purpose while serving children and communities across the world. We welcome everyone who wants to belong and grow in a diverse and passionate culture, coupled with an attractive compensation and benefits package. Visit our website to learn more about what we do at UNICEF. For every child, the right to a Future How can you make a difference? The purpose of this role to oversee the following portfolio in support of both Kenya Country Office and Nairobi Common Services Venue & Events Coordination Leads end-to-end planning and coordination of meetings, conferences, and training sessions, ensuring alignment with organizational standards and protocols. Oversees the venue management system, proactively resolving scheduling conflicts and optimizing utilization of internal and external spaces. Coordinates comprehensive event logistics, including room setup, seating plans, AV/ICT requirements, interpretation services, and catering. Conducts quality assurance checks on venue readiness and functionality, ensuring compliance with safety and accessibility standards. Acts as the primary liaison between requesting offices, facilities management, ICT, and external vendors for seamless event delivery. Develops and disseminates standard operating procedures (SOPs) and guidelines for venue booking and event management. Procurement & Contracting Support Manages procurement processes for event-related goods and services, ensuring compliance with UNICEF Financial Rules and Regulations. Prepares requisitions, TORs, and supporting documentation in VISION, monitors approval workflows and contract issuance. Maintains and updates vendor rosters and consultant databases for event services. Coordinates with Supply Section to ensure timely processing of POs, service contracts, and payments. Communications & Workflow Management Oversees internal and external communications related to event planning, ensuring timely and accurate information flow. Responds to inquiries and provides guidance on venue availability, event logistics, and organizational procedures. Manages correspondence, including official emails and documentation linked to event coordination. Calendar & Meeting Management Maintains and monitors calendars for shared meeting spaces and high-level events, ensuring visibility and accessibility for stakeholders. Organizes inter-agency and internal meetings, coordinating participant availability and resource allocation. Event Facilitation & On-Site Support Provides on-site oversight during major events, ensuring adherence to plans and addressing emerging issues promptly. Coordinates with budget focal points on event-related expenditures, quotations, and financial reporting. Financial & Invoice Processing Reviews and validates invoices for venue rentals, catering, and equipment services; ensures compliance with documentation standards. Processes transactions in VISION and monitors payment status, responding to vendor and client queries. Supplies & Equipment Management Monitors availability and proper use of event-related supplies and maintains inventory of audiovisual equipment and materials. Coordinates repairs, replacements, and procurement of event assets; participates in annual physical inventory exercises. Additional Duties Supports budget preparation and financial oversight for events, ensuring alignment with approved work plans. Performs other related duties as required to ensure efficient event and administrative operations and keep the supervisor abreast of potential problem areas and identify and recommend solutions. To qualify as an advocate for every child you will have… Minimum requirements: Education: Completion of secondary education is required. Wo