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Administrative Associate

United Nations Children's Fund

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Job Description

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Description

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The UNICEF Archives’ goal is to take a systemic approach to preserving the organization’s institutional heritage. It aims to provide improved archival preservation of both physical and digital materials and creating platforms for access through developing viable archival descriptions as well as engaging modern access platforms that satisfy client research needs. The Archives also aims to engage technology solutions through making use of new digital preservation capabilities. These goals will be implemented in line with the organizational strategy and information management requirements of stakeholders in various business areas. The Archives Unit is entrusted with the responsibility of removing the archives and other items currently stored at UNICEF warehouse at Secaucus and relocate them to a new storage facility by end of August 2025, requiring the establishment of a GS6 temporary position (Administrative Associate) to support the Archives Unit to lead and facilitate the disposal of warehouse assets, and transmission of assets earmarked for continued retention at the new offsite storage premises once identified. The Administrative Associate will work under the supervision of the Records Management Specialist to ensure the warehouse assets are timely disposed of as accurately and appropriately, and the warehouse facility returned to the owner in the original state as before leasing, which also involves monitoring and ensuring that restoration/rehabilitation works are completed by August 2025.

Key functions, accountabilities, and related duties tasks:

  • Assist in identifying ownership of assets, documents, create lists, recommend appropriate disposal action for each set of assets, and coordinate with responsible offices on appropriate action.
  • Facilitate, in liaison with responsible offices, the disposal of assets marked for disposal in conjunction with the Project Review Board (PRB), including move of assets to new storage location.
  • Serve as focal point for administrative coordination, liaison with divisions throughout the decommissioning process, including coordinating for meetings to discuss ongoing initiatives and implementation toward achievement of goals, process invoices and follow up payments.
  • Provide support on procurement/logistics process, maintain data of qualified supplier profiles, prepare lists of potential pre-qualified suppliers for all tendering, and provide support in the solicitation processes.
  • Support the overall administration of the Archives Unit by providing administrative substantive support, including analyze data and contributing to decision making. 6. Performs any other relevant duties, as required.
To qualify as an advocate for every child you will have…
  • Completion of secondary education (High School) is required. Preferably supplemented by technical or university courses related to the work is highly desirable.
  • A minimum of six (6) years of administrative experience in a commercial, industrial, or public-sector organization, with skills in office record management, and project support, is required.
  • Strong computer literacy and the ability to effectively use standard office software tools (Microsoft Word, Excel, PowerPoint, and other software, such as SharePoint) is required.
  • Strong understanding and adherence to confidentiality, while being highly organized and process oriented, is highly desirable.
  • Good written and oral communication skills, including the ability to present findings clearly and concisely, to raise awareness with senior colleagues is highly desirable.
  • Knowledge of basic procurement practices is highly desirable.
  • Ability to work in a team and to maintain effective working relationships in a multicultural environment is considered an asset.
  • Office records management and project support is highly desirable.

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