Administrative Support, Operations Section

UNICEF Refugee Response Office in Poland is looking for a short-term support to join the Operations Team and provide necessary administrative and operational support. Under the supervision and guidance of the Admin & Finance Officer, this administrative support assignment will be responsible for executing a broad variety of procedural and specialized administrative tasks including event and travel administration.

Major tasks and responsibilities

General office support

• 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.
• Supports administration and coordination of office space arrangements. Conducts premises management in Warsaw, Gdansk and Krakow.
• Monitor and safe-keeping office access card.

Calendar/Meetings/Correspondence Management

• Schedule appointments and meetings where required. Maintains the team’s calendar.
• Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
• Draft and/or process a variety of correspondence and other communications.
• Manages incoming and outgoing correspondence, e-mails and phone calls.

Events/Logistics

• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with the hotel, facilitators, caterers and hosts. Conduct side visit when necessary.
• Liaises with respective office sections upon receiving quotation on hotel booking for conferences/workshops.

Travel Support

• Support travel assistance to staff members 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.
• Assist the briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
• Assist the extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
• Assist in the monitoring of travel certification and report back to the team.

Invoice Processing Support

• Support in collecting invoices and filing documents for approval and, transmission to Finance Unit for processing.
• Uploads electronic files and verifies results to destination system.
• Responds to client transaction status and other inquiries.

Supplies/Equipment

• Supports management of administrative supplies, office equipment, and updating inventory of items. Assist in Asset Count exercise.
• Assist in monitoring adequate and appropriate use of office supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
• Support in arranging for the purchase and timely distribution of office supplies.

To qualify as a champion for every child you will have… 

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• A minimum of 6 years of relevant administrative or clerical work experience, preferably in the areas of travel administration, events organizing, premises and assets management.
• Work in an international organization or another UN agency will be considered as an advantage.
• Fluency in English and Polish is required.

Source: https://jobs.unicef.org/en-us/job/573049/administrative-support-operations-section-unicef-refugee-response-office-in-warsaw-poland-until-31122024