Administrative Associate (Protocol & Events), GS6 - Re-Advertisement at UNICEF

How can you make a difference? 

Under the supervision and guidance of the supervisor, the Administrative Associate (Protocol & Events) is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective section, requiring in-depth knowledge of UNICEF administrative procedures, processes, and policies. These tasks include managing protocol-related requirements such as visas, residence permits, and other clearances for staff and official visitors; supporting the planning, coordination, and execution of official meetings, workshops, and high-level events; and ensuring seamless logistical arrangements.

Key functions, accountabilities and related duties/tasks

Protocol and Laison

• Facilitate official communication and interaction with government offices, embassies and international bodies.
• Ensure adherence to diplomatic protocols.
• Coordinate visa applications, work permits, and residency status through the UN common services protocol unit, ensuring timely delivery.
• Coordinate diplomatic (or special status) accreditation documents as required – IDs, permits, tax statuses.
• Maintain records of protocol correspondence, including services provided by UN common services.
• Facilitate protocol arrangements for high-level visits as necessary, including airport movements and high-level meetings.
• Assist in building and maintaining relationships with government ministries identified at strategic to operational activities.

Events and Logistics

• Support the administrative aspect of organizing internal and external meetings, workshops, retreats, and conferences.
• Arrange logistical details for official office events in line with relevant UNICEF policies.
• Liaise with facilitators, caterers, ICT, and facilities to ensure smooth execution of events.
• Support budget preparation and financial oversight for events, ensuring alignment with work plans.
• Monitor all tickets submitted via the UNICEF intranet.
• Monitor event calendars and help maintain an annual planning schedule for meetings and capacity-building engagements
• Work with operations, programme sections and people & culture to support the provision of high-quality office-wide staff-focused events.
• Maintain an event asset inventory and ensure availability of items as and when needed.

Capabilities

• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
• In-depth knowledge of UNICEF organizational structure, administrative policies and procedures.
• 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 and to provide guidance to more junior support staff

 To qualify as an advocate for every child you will have

Minimum requirements:

• Education: Completion of secondary education is required. Professional and/or university courses related to the field of work are highly desirable.
• Work Experience: A minimum of six years of relevant administrative or clerical work experience is required.
• Language Requirements: Fluency in English is required. Knowledge of local language of the duty station is considered an asset.