Administrative Assistant

United Nations Children's Fund

Copenhagen, Denmark

Experience: 0 to 3 Years

Skill Required: HR and Admin

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.  

For every child, every right 

The position is located within the Health Technology Centre and Support the work for both Health Technology Centre (HTC) and the Immunization Technology Centre (ITC) in Supply Division. The Administrative Assistant is accountable for procedural and some specialized communications, operational and administrative support services. This position is reporting to the Chief, HTC with 50% support to Chief, ITC.  

How can you make a difference? 

Office Planning & Project Management   

  • Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation, KPI information.   
  • Support the monitoring and administration of the Centres’ Key Performance Indicators and Supply Outcome Targets;   
  • Support to file management as related to the Project Review Board and general document management of the Centres;   
  • Draft routine correspondence and center communication materials (e.g. newsletters, posts on yammer, etc) for approval by Centre Chief;   
  • Support with searches, compiling and preparing information material documents, such as briefs and presentations, as required   
  • Maintains Centre calendar and arranges meetings along with consolidation of agenda   
  • Takes minutes of meetings, ensuring accuracy, attention to detail and coherence and following up on implementation of action points.

Human Resources  

  • Personnel administration, including consultants and individual contractors;   
  • Following up with supervisors and staff that all PERs and related discussions are completed on time and documented;   
  • Monitors daily attendance of Centres’ staff and validates monthly absence reports as Attendance Focal Point;   
  • Onboarding of new staff members & consultants, including admin arrangements and ensuring access to the system;    
  • Maintains up-to-date vendor and consultant rosters.

Budget Monitoring   

  • Monitors budgets and financial expenditures of the Centre, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.   
  • Prepares and maintains records, documents and control plans for the budget monitoring of the Centre.   


  • Supports activities and conferences by making logistical arrangements, through engaging with facilitators, caterers and hosts.    
  • Provides travel assistance to staff members in the 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 Quarterly Travel Plan.   
  • Support the organization of external and internal visits and events organized by the Centers (e.g. booking of venues, hospitality requests, etc.).  

Invoice Processing/Supplies/Equipment

  • Responsible for collecting invoices and filing documents for approval and, thereafter, processing in VISION.     
  • Supports management of administrative supplies, office equipment     
  • Arranges for the requisition and timely distribution of supplies in the Centre.    

To qualify as an advocate 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.  

Work Experience/Required knowledge:

  • A minimum of 5 years of relevant administrative or clerical work experience is required.  
  • Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.   
  • Thorough knowledge of UNICEF administrative policies and procedures.   
  • Organizational, planning and prioritizing skills and abilities.   
  • Ability to deal patiently and tactfully with visitors.   
  • High sense of confidentiality, initiative and good judgment.   
  • Ability to work effectively with people of different national and cultural backgrounds.   
  • Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff  


  • Fluency in English is required. Knowledge of another UN language or local language of the duty station is considered as an asset.