Vacancy Announcement - Roster (Administrative Associates) - SENEGAL CO

Vacancies Current vacancies Explore our current job opportunities Vacancy Announcement - Roster (Administrative Associates) - SENEGAL CO Apply now Job no: 596451 Contract type: Internship, Temporary Appointment, Consultant Level: G-6

Localisation

Categories: Human Resources, Operations, Administration, Financial Management, Facilities Management 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.

Autres informations

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 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.

Responsabilités

Other Duties: Perform other related duties as assigned by the supervisor. To qualify as an advocate for every child you will have…

Formation / Diplômes

Education:  Completion of secondary education is required. Professional and/or university courses related to administration, office management, records management, logistics, finances, human resources or a related field is an asset.

Expérience

• A Bachelor’s degree may be accepted in lieu of three (3) years of relevant work experience, and a Master’s degree may be accepted in lieu of an additional two (2) years of relevant work experience, subject to applicable UNICEF recruitment policies and procedures. Work Experience : At least 6 years of relevant administrative or clerical work experience required.

Strong organizational, coordination, and time-management skills, with the ability to manage multiple tasks and meet deadlines. Good document management, filing, archiving, and record-keeping skills. Proficiency in Microsoft Office applications, particularly Word, Excel, and Outlook. Attention to detail and the ability to maintain accurate inventories, trackers, and administrative records. Strong interpersonal and communication skills, a collaborative approach, and the ability to work effectively under pressure. Desirables:

• Additional training or certification in administration, office management, records management, logistics, or a related field.
• Experience supporting office relocation, premises handover, asset inventory, document archiving, or administrative and financial closure.
• Experience using enterprise resource planning systems, particularly SAP/VISION, and proficiency in Microsoft Office applications, especially Excel.
• Relevant work experience at the country level, particularly in development, fragile settings, and humanitarian contexts.
• Knowledge of UNICEF administrative policies, procedures, and processes. 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 thi

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