Administration and Office SupportFull-TimeMid-level(3-5 yrs)
Job Description
Role Overview
The Administrative Assistant (Events Management) at the G5 level will oversee the events portfolio in support of both the UNICEF Kenya Country Office and Nairobi Common Services. The role is focused on the end-to-end planning, coordination, and execution of meetings, conferences, and training sessions, ensuring all activities align with organizational standards and protocols.
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.
How to Apply
Interested and qualified candidates should apply online via the UNICEF careers portal at https://www.myjobmag.co.ke/apply-now/1184670 which redirects to the official jobs.unicef.org site.