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, safety.
How can you make a difference?
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.
Job organizational context:
The Administrative Assistant is accountable for operational, administrative and secretarial support services to enhance the smooth running of the UNICEF Romania teams and its workflow.
Purpose for the job:
Under the supervision and guidance of the supervisor, the Administrative Assistant is responsible for executing a broad variety of routine administrative tasks for the office requiring full knowledge of UNICEF administrative procedures, processes and policies. The Administrative Assistant supports the procurement of services and goods and administrative functions and undertakes a variety of clerical duties related to the overall supply operation and administration of the office.
Summary of key functions/accountabilities:
- Procurement, contracting of goods and service , as back-up for Administrative Associates
- Logistic support, incl during events and conferences
- Travel support
- Vision support
- General Administrative Duties
- Undertakes market research, compiles reports and lists of local sources of procurement, contacts local vendors for price quotations, prepares summary of bids including information on price and conditions of offer. Provides information as requested, acts as backup for maintaining vendor database. For more costly procurements required under the procurement procedures, drafts requests for price quotations; Maintains up to date all hard copy and electronic supply files; drafts related correspondence. Undertakes shopping for office supplies, including for the UN House needs, as requested by supervisor.
- Monitors TADs and confirms receipt of supplies verifying quantities against delivery receipts, POs and specifications. Notifies supervisor in case of discrepancy. Maintains working relationship and communication with suppliers.
- Responsible for collecting invoices and filing documents for approval. Process payment requests, office supplies orders, purchase requisitions and purchase orders. Ensure that supporting documents are uploaded in the system.
- Monitors and supervises adequate and appropriate use of supplies, supports management office equipment, and updating inventory of items. Ensures that services and maintenance of premises are in accordance with organizational standards.
- Provide logistical support for meetings: Assist with all necessary tasks in organizing meetings, (booking conference rooms, arrange equipment, assist with development and distribution of materials, arrange for catering when applicable (resource room reservations and lay-out, tea/coffee service, etc.).
- Attend and take minutes and/or notes at internal and external meetings and conferences.
- Arrange for telephone/video conferences, workshops and face-to-face meetings.
- Searches office files and records related to a variety of topics for information and references. Selects information and records in specified format for use by others in preparing reports, especially related to VAT reimbursement and monthly administrative expenditures (utilities, office maintenance, etc.).
- If required, drives office vehicles for the transport of authorized personnel and delivery, collection of mail, documents and other items. Meets official personnel at the airport, facilitates custom formalities, if required.
To qualify as an advocate for every child you will have:
Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
A minimum of 4 years of relevant administrative or clerical work experience is required. Knowledge of UN administrative policies and procedures would be considered an asset.
Fluency in Romanian and English is required. Knowledge of another UN language is considered as an asset.
For every Child, you demonstrate…
Working with people (II)
Drive for results (I)
Learning and Researching (I)
Planning and organizing (I)
Following Instructions and Procedures (I)
UNICEF’s values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.
The functional competencies required for this post are:
- Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of ERP systems, preferably SAP is required.
- Organizational, planning and prioritizing skills and abilities.
- Ability to deal patiently and tactfully with visitors.
- High sense of confidentiality, initiative and good judgment.
- Ability to work effectively with people of different national and cultural background.
- Ability to work in a team environment to achieve common goals.
View our competency framework at
UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.
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. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.
Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.
Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
How to apply
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization. To apply, click on the following link http://www.unicef.org/about/employ/?job=531636