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Administrative Associate, General Services Level 6, Temporary (364 days), Gdansk, Poland
United Nations Children's Fund (UNICEF)
Job Expired 29 Nov 2022
Posted 1 week ago
Job Description

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, SUPPORT.

The current Ukrainian crisis had a significant impact on the lives of children and families in communities throughout the country. According to official statistics, around 1.2 million refugees have been registered in Poland. Around 50% of them are children under 18 years and around 75% of them are women and children.  UNICEF has established an emergency response office in Poland and initiated a cooperation agreement with the national and municipality authorities and local NGOs to provide crisis support to the Ukrainian Refugees.

How can you make a difference? 

Under the supervision and guidance of the supervisor, the Administrative Associate 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.

Summary of tasks and responsibilities

  • Maintains office calendar and arranges meetings.
  • Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
  • Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
  • Manages incoming and outgoing correspondence, e-mails and telephone calls.
  • Communicates routine and some non-routine information pertaining to the work of the team.
  • Conducts the outpost orientation upon arrival of new staff and consultants.
  • Liaises with candidates in the various stages of the recruitment process in liaison with the Operations/HR Team in Warsaw.
  • Supports in the coordination and the scheduling of interviews and technical assessments.
  • Reports any staff issues to Operations/HR Specialist in Warsaw for proper action.
  • Maintains and updates a system which monitors the absence of staff.
  • Manages the overtime and leave reporting and ensures staff in the outpost are using SAP ZNHR_ESS or FIORI for approval and recording.
  • Liaises with Operations/Supply Team in Warsaw for instructions and necessary guidance.
  • Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
  • Arranges times through liaising with participants over availability.
  • Liaises with budget focal points and section over costs and needs.
  • Prepares background materials for participants and uploads cleared materials on the intranet.
  • Prepares and maintains agendas on meetings and events related to the work group commitments.
  • Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
  • Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
  • Monitors travel certification and report back to the team.
  • Uploads electronic files and verifies results to the local recording system and liaises with the Operations Finance Team in Warsaw for processing and submissions.
  • Responds to client transaction status and other inquiries re invoice processing.
  • Supports management of administrative supplies, office equipment, and updating inventory of items.
  • Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
  • Arranges for the purchase and timely distribution of office supplies.

As a champion for every child, qualifications are…

  • Completion of secondary education, preferably supplemented by technical or university courses.
  • Minimum of six years of administrative or clerical work experience.  University degree may compensate experience with the following approach: candidates with a Bachelor's degree with a minimum of four years of relevant experience can be considered; candidates with a Master's degree with a minimum of two years of relevant experience can be considered.
  • Prior experience in administrative and programme support functions in a similar organization is an asset.  Experience in an international organization and/or large corporation is preferred. Experience in a UN system agency or organization is considered as an asset.
  • Working knowledge of Microsoft Office, especially Excel required.  
  • Fluency in English and Polish. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is an asset.

For every Child, you demonstrate...

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability (CRITA) underpin everything we do and how we do it. Get acquainted with Our Values Charter:

UNICEF competencies required for this post are…

(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

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.


We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

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.


This position is classified as temporary and does not carry any expectancy of renewal and will not be converted to any other type of appointment.

UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (COVID). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

This job is no longer available.