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 a Champion

How can you make a difference

As an Administrative Assistant, you will play a vital role in enabling the effective delivery of UNICEF’s work by providing high-quality administrative, coordination, and operational support to your assigned team. You will help ensure the smooth day-to-day functioning of the office through effective planning, organisation, follow-up, and stakeholder coordination, contributing to efficient operations and helping colleagues focus on achieving results for children.

This is a batch recruitment for eleven (11) Administrative Assistant positions to support the different teams within PFP: 

BRIDGE & PASS (1 Position), Child Rights Advocacy and Governance (1 Position) , Corporate Partnerships (1 Position) , Country Office Development and Support & AMI (1 Position), Deputy Director Operations & Finance (1 Position), Deputy Director PSFP (1 Position), Global Philanthropy (1 Position), Humanitarian Funding (1 Position), Individual Giving (1 Position), Private Sector Communication and Engagement (2 Positions) 

Under the supervision of the respective hiring managers, each Administrative Assistant will provide administrative, coordination and operational support to ensure the smooth day-to-day functioning of the assigned team and timely follow-up on actions.  Whilst all positions share the same job description, the operational context and specific focus vary by team as outlined below:

Administrative Assistant, BRIDGE & PASS

The BRIDGE team supports both private and public sector divisions within UNICEF, bridging the divide between fundraising and partnerships and UNICEF’s programmes and operations.

Operational support to the Programme Masterclass, the flagship training programme hosted around the globe

The PASS team is the central and single port of call across the whole organization (CO/RO/HQ & NatComs) for research and due diligence screening of UNICEF private sector prospects and partners, with a role also in capacity building, policy development and inter-agency liaison on UN system wide due diligence and private sector partnership approaches. 

Support the coordination, tracking and record management of due diligence-related processes, ensuring accurate documentation, timely follow-up and compliance with established procedures and systems.
Provide administrative and workflow support during periods of increased operational demand, helping to maintain efficient case management and business continuity.
Manage a number of specific and complex contracts which are at inter-agency level for the procurement of specialized due diligence research service providers, where is expertise is particularly valuable in terms of the yearly renewal and price negotiations for these contracts.

Administrative Assistants, Child Rights Advocacy & Governance  

Within the National Committee Relations Section, the Child Rights Advocacy unit is in charge of supporting national committees in their advocacy work. The role involves engaging with Advocacy Directors and staff in National Committees, as well as with other key divisions in HQ that are critical for this work (ie DGCA, GPD, PPR).   

The Governance unit plays a central role in developing and implementing a shared non-profit governance framework across National Committees, provides strategic and technical governance and child safeguarding support to National Committees, offers expertise on Cooperation Agreement matters, monitors compliance and supports risk and crisis management within the UNICEF-National Committee partnership.

Under the supervision of Chief Advocacy, the incumbent will contribute to ensuring efficient administrative support to the units, leading on the logistical organization of key stakeholder meetings and supporting information management processes. The role will also support the development and management of knowledge products and materials, including editing, formatting and layout of content, and contribute to effective knowledge management and information sharing across the team.

Administrative Assistant, Corporate Partnerships

UNICEF’s Corporate Partnerships team mobilizes financial and non-financial support from companies and corporate foundations to advance UNICEF’s mission for children worldwide. The team develops and manages strategic partnerships with leading companies, supporting fundraising, advocacy, innovation, employee engagement, and shared value initiatives across global markets.

Under the supervision of the Chief of Corporate Partnerships, the incumbent will provide a broad range of administrative, coordination, and operational support to facilitate the effective functioning of the team and the management of complex corporate partnership portfolios.

Specifically, the incumbent will support the Chief and team members in coordinating internal and external meetings, managing calendars and travel arrangements, tracking partnership-related actions and approvals, preparing documentation and presentations, supporting budget and procurement processes, maintaining records and filing systems, and facilitating communication with our large Corporate partnerships ecosystem, including UNICEF colleagues, National Committees, Country Offices, and corporate partners. The role requires strong organizational and coordination skills, attention to detail, discretion and experience supporting senior managers in a fast-paced international environment. Familiarity with partnership management, fundraising, CRM systems or corporate engagement processes.

Administrative Assistant, CODAS & AMI

Country Office Development and Support (CODAS) is the focal point for fundraising support to Country Offices across the UNICEF ecosystem. The team is accountable for key planning tools and processes, including financial planning and the allocation of investments to support the development and growth of Country Office fundraising.

Audience and Market Insights (AMI) and Strategic Marketing provide the research, insights and strategic direction that help UNICEF better understand audiences and markets. The team leads key studies and knowledge products, supports audience-centred marketing approaches, and turns evidence into practical recommendations that strengthen marketing and fundraising effectiveness.

The incumbent will provide administrative, coordination and operational support to the Country Office Development and Support and Audience and Market Insights teams, in line with the generic functions of the Administrative Assistant job profile.

Administrative Assistant, Deputy Director Operations and Finance (O&F)

The Deputy Director, Operations and Finance (O&F) office is accountable for the management of the oversight framework for private sector activities with responsibilities that include risk management, management of oversight activities, coordinating planning and results across the O&F Section, ensuring O&F plans are risk informed, with an aim for continuous improvement, changes are managed and results are monitored.

Under the supervision of the Deputy Director, Operations and Finance, the incumbent will provide high-quality administrative support to the Deputy Director and to the team, to ensure continuity of day-to-day operations, budget monitoring, knowledge management, procurement, event planning and travel management. The incumbent is also responsible for executing a broad variety of routine regular administrative transactional tasks and some specialized responsibilities for the respective section/office, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.

Administrative Assistant, Deputy Director PSFP

Under the supervision of the Deputy Director, PSFP, the incumbent will provide high-quality administrative support to the Deputy Director and the Deputy Director’s Front Office. Working closely with members of the Front Office, PSFP teams, and the wider PFP Division, the incumbent will be expected to demonstrate discretion, reliability, initiative, sound judgment, and the ability to manage multiple competing priorities in a fast-paced environment. The role is critical to ensuring the smooth and effective functioning of the office through the proactive management of schedules, travel, meetings, budgets, approvals, information flows, priorities, follow-up actions, and confidential office processes. Success in this role will therefore be supported by demonstrated experience providing administrative or front-office support to senior leadership in a fast-paced environment, including managing complex schedules, coordinating meetings and travel, and handling sensitive and confidential information with discretion.

Administrative Assistant, Global Philanthropy

UNICEF’s Global Philanthropy Unit accelerates income and influence by positioning UNICEF as the partner of choice for ultra-high net wealth individuals and families. The Unit leads and manages initiatives to engage this audience and provides bespoke support to the major donor fundraiser community of practice globally (inclusive of National Committees and Country Offices).

Under the supervision of the Chief of Global Philanthropy, the incumbent will perform a variety of research, monitoring, technical and administrative services of moderate scope and difficulty, in support of PFP’s philanthropy programme. 

Specifically providing support to the Chief, Global Philanthropy, and the team related to budget and human resource matters, management of the unit’s intranet page and the organization of meetings and events for both internal and external audiences. The incumbent will support the Chief in management of the annual philanthropy leadership meeting and the UNICEF International Council Symposium. The incumbent should have experience in or an interest in philanthropy and donor relationship management.

Administrative Assistant, Humanitarian Fundraising

The Humanitarian Funding Team serves as UNICEF’s central hub for private-sector humanitarian fundraising. The team connects fundraising markets, headquarters and field operations, providing fundraising-ready programme information, strategic support for marketing and high-value donor engagement, and developing and scaling effective fundraising products and approaches across the global network.

Under the supervision of the Chief Humanitarian Fundraising, the incumbent will provide administrative and operational support to facilitate the effective functioning of the team. The role will have a particular focus on knowledge management and team coordination, including administration of the team’s SharePoint collaboration site including permissions and content administration, coordination and logistical support for internal briefings and virtual events including backend coordination tasks such as managing recordings, spotlighting speakers, sharing materials, and supporting participant engagement, and management and maintenance of mailing lists and communication groups across Teams, WhatsApp, and other collaboration platforms, including periodic updates and housekeeping.

Administrative Assistant, Individual Giving

The Individual Giving (IG) team in the Division of Private Fundraising and Partnerships (PFP), based in Rome provides global support to over 50 fundraising National Committees (Natcomms) and Country Offices (COs) to optimize and maximize fundraising income to improve the lives of children worldwide. It does this with individual Giving specialists, including content, legacy giving, data, performance marketing and platform teams working together globally with UNICEF fundraising markets on many different projects, polices and strategies.

Under the supervision of the Chief Individual Giving, the incumbent will provide comprehensive administrative, financial, travel and coordination support to the team. The role is essential to ensure continuity of day-to-day operations, budget monitoring, procurement and travel administration. Furthermore, the role will support effective team and project coordination by monitoring workplans, priorities and deadlines; coordinating staff onboarding and offboarding processes; and maintaining appropriate tracking, filing and information management systems. The incumbent will support project planning and follow-up, facilitate coordination and communication among stakeholders, and contribute to meetings and related follow-up actions. The role will also support knowledge management and sharing, including providing procedural guidance and supporting colleagues in the use of relevant systems and tools.

Administrative Assistants, Private Sector Communication and Engagement 

UNICEF’s Private Sector Communication and Engagement Unit accelerates income and influence by positioning UNICEF (including National Committees and PSFR Country Offices) as the partner of choice for Private Sector audiences, including during humanitarian crises. The Unit provides bespoke communication support, visibility, and recognition to high-value private sector partners.  

Post 1: Under the supervision of the Chief of Private Sector Communication and Engagement, and Chief, Audience and Market Insights (20 per cent/one day per week), the incumbent will perform a variety of information gathering, monitoring, technical and administrative services of moderate scope and difficulty, in support of PFP’s communication activities. 

Specifically providing support to the Chief, Private Sector Communication and Engagement, and the Section related to budget and human resource matters, management of the Section’s intranet page and contributing to the smooth running of the Section. The incumbent will support the Chief in management of the annual network meeting and the regular bi-monthly meetings of National Committee Communication Directors.

The incumbent should have experience in or an interest in external communication and its critical role in supporting fundraising.

Post 2: Under the overall supervision of the Chief, Private Sector Communication and Engagement and the direct day-to-day guidance of the Communication Managers of the Partner Recognition and Impact (PRI) and Supporter Content sub-Units, the incumbent will:  

Perform a variety of information gathering, monitoring, technical and administrative services of moderate scope and difficulty, in support of the day-to-day functions of the PRI sub-Unit.

Provide a range of communication, information management, multimedia support, capacity building activities, and perform administrative tasks for the Supporter Content sub-Unit.

The sub-Units provide unique engagement and stewardship experiences and content for high value private sector audiences; delivers contractual obligations to partners and builds trusted brand recognition with the private sector. The incumbent should have experience in or an interest in external communication and its critical role in supporting fundraising.

If you would like to know more about this position, please review the complete Job Description here: JD_Administrative Assistant G5

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

Minimum requirements:

Education: Completion of secondary education is required, preferably supplemented by technical or university course related to the field of work.
Work Experience: A minimum of five (5) years of relevant work experience in administration, administrative support, office management, budget management, procurement, travel coordination, event management, project coordination, records management, calendar management, invoice processing and any other related fields. Experience managing budgets is required. Experience in facilitating travel arrangements and itineraries is required. Experience in planning and coordinating events, conferences, workshops or large meetings is required. Experience in managing correspondence, records or documentation is required.
Skills: Strong organizational skills, attention to detail, discretion, initiative and ability to manage competing priorities in a fast-paced office environment are required. For candidates interested in positions supporting a Deputy Director office, demonstrated experience providing administrative or front-office support to senior managers is required. This should include complex calendar management, meeting and travel coordination, and the handling of sensitive or confidential information.   
Language Requirements: Proficiency in English is required.

Desirables:

Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language (Italian or language relevant to National Committees) is an asset.
Experience using VISION ERP, or a similar enterprise resource planning or budget-management system, for travel and procurement is an asset.  Experience with travel management systems, experience with procurement systems, familiarity with data protection and confidentiality
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

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.

Visa residence requirements: i.e. UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for positions at the national officer and general service category.

Additional information about working for UNICEF can be found here.

Batch Recruitment: Administrative Assistant, G-5, 11 posts, Fixed Term, Private Fundraising and Partnerships, Rome, Italy (Open to EU Citizens or Valid Italian Work Permit Holders)