Roster (Administrative Associates) - SENEGAL CO

The Administrative Associates will provide administrative, operational, and logistical support to UNICEF Senegal's relocation and premises handover activities. The role includes document and records management, asset inventory, administrative transactions, and coordination of relocation-related activities to ensure service continuity during the transition.

Responsibilities

• Manage correspondence, emails, filing, data entry, meeting schedules, minutes, and other routine administrative tasks in accordance with UNICEF policies and procedures.
• Organize, classify, inventory, archive, and securely transfer physical and electronic records, including contracts, invoices, asset registers, and premises handover documents.
• 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.
• Update equipment and furniture inventories, support physical verification, tagging, movement, reconciliation, and handover of assets, and coordinate office supplies and equipment maintenance.
• Maintain budget monitoring records, track expenditures and outstanding payments, collect and verify invoices, and support transaction processing and financial closure in VISION.
• Prepare and maintain procurement and contract documentation, support consultant and service provider arrangements, and follow up on contract closures and pending administrative actions.
• Update progress trackers, compile administrative data, monitor deadlines, prepare reports, and liaise with relevant teams and service providers to ensure timely completion of activities.
• Arrange meetings, events, travel, staff movements, and equipment transfers, as required, to facilitate business continuity and relocation.
• Perform other related duties as assigned by the supervisor.

Requirements

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

Skills

• Office Management
• Records Management Projects
• Logistical Support
• Finance Administration
• Document Management
• Filing and Archiving
• Inventory Management
• MS Word
• MS Excel
• Microsoft Outlook
• Time Management
• Task Coordination
• SAP
• Enterprise Resource Planning
• Administrative Transactions
• Asset Inventory Management
• Office Relocation Support
• Premises Handover
• UNICEF Administrative Policies

Languages

English, French