This is a re-advertisement, candidates who have already applied do not need to re-apply.

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.

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 Access

How can you make a difference?

The Office of Strategy & Evidence (OSE) provides leadership across UNICEF and is accountable for the areas of data, research and evidence generation, foresight, knowledge, and assure development effectiveness through strategic planning, monitoring and results & risk management. It drives the evidence to globally position the Organization on all child related issues, monitor SDGs and serves as the institutional lead for excellence in data, research and foresight on children and child rights to primarily support the national governments and stakeholders' as well as United Nations and the global community to progressively realize the rights of the child everywhere.

The Office is in Florence in rented spaces with a capacity of up to 150 staff. The selected candidate will join the Operations team to support mainly in facilities management and related activities.

The ideal candidate is fluent in English and Italian, has at least 5 years of relevant administrative experience, preferably in facilities management.

If you have the required experience, you are good at problem solving and communicating with people from different backgrounds, and you enjoy working in a multicultural environment, you could be the person we are looking for.

Facilities Management

• Acts as general building supervisor to ensure that the overall appearance and functioning of the UNICEF office space is up to the organization’s standards.
• Support with security management, including ensuring that building security and access control is maintained. This includes both the electronic access system and physical key control and liaison with Security company.
• Establish and keep collaborative arrangements with the landlord and services providers to ensure smooth management of premises.
• Provide support in development of improvement projects related to energy and resource efficiency as well as accessibility of premises.
• Ensures that furniture requirements are planned, procured and installed.
• Liaises with the office’s ICTD function to co-ordinate activities when required.
• Ensures that all UNICEF and EU health and safety requirements are met.
• Ensure first aid boxes are always in working order.

Facilities Maintenance

• Support in co-ordination and supervision of vendors performing facilities maintenance.
• Prepare a detailed maintenance plan to ensure that maintenance is planned and executed proactively with as little interruption to business operations as possible.
• Maintain an accurate and updated registry / log of all services/ works implemented by the maintenance companies in the building(s).
• Ensures that emergency maintenance is performed as soon as possible with as little interruption to business operations as possible.
• Liaise and coordinate with host Institution related to premises management and extraordinary maintenance needs.
• Act as focal point for all facilities-related requests from staff.
• Timely escalation to supervisor of critical issues. 

Workspace Co-Ordination

• Acts as focal point for managing the office’s workspace allocation (e.g. hot desking).
• Acts as administrator in the workspace management software that the office is using.
• Handle move ins and move out inspections and make sure office spaces are cleaned of personal belongings before entry of new staff.

Communication and training

• Disseminate information and communications related to premises to staff, including security related information.
• Participate in Green Team activities to improve energy management
• Assist in organizing regular fire warden and first aid training.
• Assist in organizing two fire drills per year.
• Support in updating premises and security related information on SharePoint.
• Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate. 

Budget Monitoring

• Prepares and maintains records, documents and control plans for monitoring premises related costs. 

Procurement

• Facilitates the processing of contracts for consultants and external partners that provide facilities related service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TORs in VISION, and making necessary logistical arrangements.
• Maintains up-to-date vendor lists, partners, and consultant rosters.
• Assist in creation of Low Value Purchase Orders for the office as needed.

Supplies/Equipment

• Supports management of administrative supplies, office equipment, and updating inventory of items.
• Support to annual inventory count.
• Monitors and supervises adequate and appropriate use of supplies.
• Arranges for the purchase and timely distribution of office supplies.
• Support in furniture move and disposal.
• Support in assets disposal in agreement with PSB decisions.

Events/Logistics

• Supports conferences and other events (capacity development activities, etc.) by making logistical arrangements, through engaging with cleaning company, maintenance personnel, companies providing technical services, facilitators, caterers and hosts.
• Responsible for arranging ad hoc services as needed (cleaning, security services).

Invoice Processing

• Responsible for certifying invoices related to premises and act as certifying officer for section. 
• Uploads electronic files and verifies results to destination system.
• Responds to client transaction status and other inquiries.

Other

• Provide other administrative support services as needed.

If you would like to know more about this position, please review the complete Job Description here:  JD - Administrative Assistant_G5.pdf

To qualify as an advocate for every child you will have

Minimum requirements

• Education: Completion of secondary education is required.
  Completion of technical or university courses related to the field of work is considered as an asset.
• Work Experience: A minimum of 5 years of relevant administrative or clerical work experience is required. Relevant administrative work in facilities management is an asset. Relevant administrative work in the UNICEF/UN context is an asset.
• Skills:
  • MS Office and other UNICEF software such as SharePoint
  • integrated management information systems
  • Organizational, planning, problem solving, communications and prioritizing skills
  • Client orientation
  • Confidentiality, initiative and good judgment
  • Collaborative team player with mentoring skills 
• Language Requirements: Fluency in Italian and English is required.

Desirables

• Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is an asset.
• Good knowledge of UN administrative policies and procedures.
• Knowledge of health and safety regulations.
• Technical skills: understanding basic building systems (electrical, heating, air-conditioning, etc) would be an asset.
• Relevant experience at country level, particularly in development, fragile settings and humanitarian contexts. 

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 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

Familiarize yourself with our competency framework and its different levels.

At the time of application, candidates must possess Italian citizenship or be nationals of EU/Schengen countries or in possession of a valid work permit. Temporary and/or sponsored visas are not accepted. Applicants must be holders of acceptable permits already at the time of application. Applicants with non-EU citizenship must attach copies of their valid Italian work permits, otherwise their application will not be considered. Please note that General Service (GS) staff are locally recruited staff and candidates are personally responsible for any travel and accommodation arrangements.

UNICEF promotes and advocates for the protection of the rights of every child, everywhere, in everything it does and is mandated to support the realization of the rights of every child, including those most disadvantaged, and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, minority, or any other status.

UNICEF encourages applications from all qualified candidates, regardless of gender, nationality, religious or ethnic backgrounds, and from people with disabilities, including neurodivergence. We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF provides reasonable accommodation throughout the recruitment process. If you require any accommodation, please submit your request through the accessibility email button on the UNICEF Careers webpage Accessibility | UNICEF. Should you be shortlisted, please get in touch with the recruiter directly to share further details, enabling us to make the necessary arrangements in advance.

UNICEF does not hire candidates who are married to children (persons under 18). 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 based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. 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, and selected candidates with disabilities may be requested to submit supporting documentation in relation to their disability confidentially.

UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF is committed to fostering an inclusive, representative, and welcoming workforce. For this position, eligible and suitable male candidates are encouraged to apply.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions 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.

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants' bank account information.

Humanitarian action is a cross-cutting priority within UNICEF's Strategic Plan. UNICEF is committed to stay and deliver in humanitarian contexts. Therefore, all staff, at all levels across all functional areas, can be called upon to be deployed to support humanitarian response, contributing to both strengthening resilience of communities and capacity of national authorities.

Visa residence requirements: Candidates must be nationals of EU countries or in possession of a valid work permit. Applicants with non-EU citizenship must attach copies of their valid Italian work permit, otherwise their applications will not be considered. 

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.