Administrative Assistant (Events Management)

Key Responsibilities

Venue & Events Coordination

• Lead end-to-end planning and coordination of meetings, conferences, and training sessions.
• Oversee the venue management system, resolving scheduling conflicts and optimizing space utilization.
• Coordinate comprehensive logistics including room setup, seating plans, AV/ICT requirements, interpretation services, and catering.
• Conduct quality assurance checks on venue readiness and compliance with safety and accessibility standards.
• Act as the primary liaison between requesting offices, facilities management, ICT, and external vendors.
• Develop and disseminate standard operating procedures (SOPs) for venue booking and event management.

Procurement & Contracting Support

• Manage procurement processes for event-related goods and services, ensuring compliance with UNICEF Financial Rules and Regulations.
• Prepare requisitions, Terms of Reference (TORs), and supporting documentation in VISION; monitor approval workflows.
• Maintain and update vendor rosters and consultant databases for event services.
• Coordinate with the Supply Section for timely processing of POs, service contracts, and payments.

Communications & Workflow Management

• Oversee internal and external communications related to event planning to ensure accurate information flow.
• Respond to inquiries and provide guidance on venue availability and organizational procedures.
• Manage official correspondence and documentation linked to event coordination.

Calendar & Meeting Management

• Maintain and monitor calendars for shared meeting spaces and high-level events.
• Organize inter-agency and internal meetings, coordinating participant availability and resource allocation.

Event Facilitation & On-Site Support

• Provide on-site oversight during major events, addressing emerging issues promptly.
• Coordinate with budget focal points on event-related expenditures, quotations, and financial reporting.

Financial & Invoice Processing

• Review and validate invoices for venue rentals, catering, and equipment services.
• Process transactions in VISION and monitor payment status, responding to vendor and client queries.

Supplies & Equipment Management

• Monitor availability and use of event-related supplies and maintain inventory of AV equipment.
• Coordinate repairs, replacements, and procurement of event assets.

Additional Duties

• Support budget preparation and financial oversight for events.
• Perform other related duties as required to ensure efficient administrative operations.

Requirements and Qualifications

• Education: Completion of secondary education is required (e.g., KCSE).
• Experience: Minimum of five years of relevant administrative or clerical work experience is required.
• Technical Skills: Knowledge of audio-visual management, risk assessment, contingency planning, venue selection, and vendor management.
• Languages: Fluency in English is required. Knowledge of Kiswahili or another official UN language (Arabic, Chinese, French, Russian, or Spanish) is an asset.

How to Apply

Interested and qualified candidates should apply through the official UNICEF recruitment portal by following the link below. Ensure you complete your profile and submit all required documentation as specified in the application portal.