Administrative Assistant (Events Management) G5, Nairobi at UNICEF

How can you make a difference? 

The purpose of this role to oversee the following portfolio in support of both Kenya Country Office and Nairobi Common Services

Venue & Events Coordination

• Leads end-to-end planning and coordination of meetings, conferences, and training sessions, ensuring alignment with organizational standards and protocols.
• Oversees the venue management system, proactively resolving scheduling conflicts and optimizing utilization of internal and external spaces.
• Coordinates comprehensive event logistics, including room setup, seating plans, AV/ICT requirements, interpretation services, and catering.
• Conducts quality assurance checks on venue readiness and functionality, ensuring compliance with safety and accessibility standards.
• Acts as the primary liaison between requesting offices, facilities management, ICT, and external vendors for seamless event delivery.
• Develops and disseminates standard operating procedures (SOPs) and guidelines for venue booking and event management.  

Procurement & Contracting Support

• Manages procurement processes for event-related goods and services, ensuring compliance with UNICEF Financial Rules and Regulations.
• Prepares requisitions, TORs, and supporting documentation in VISION, monitors approval workflows and contract issuance.
• Maintains and updates vendor rosters and consultant databases for event services.
• Coordinates with Supply Section to ensure timely processing of POs, service contracts, and payments.  

Communications & Workflow Management

• Oversees internal and external communications related to event planning, ensuring timely and accurate information flow.
• Responds to inquiries and provides guidance on venue availability, event logistics, and organizational procedures.
• Manages correspondence, including official emails and documentation linked to event coordination.

Calendar & Meeting Management

• Maintains and monitors calendars for shared meeting spaces and high-level events, ensuring visibility and accessibility for stakeholders.
• Organizes inter-agency and internal meetings, coordinating participant availability and resource allocation.  

Event Facilitation & On-Site Support

• Provides on-site oversight during major events, ensuring adherence to plans and addressing emerging issues promptly.
• Coordinates with budget focal points on event-related expenditures, quotations, and financial reporting.  

Financial & Invoice Processing

• Reviews and validates invoices for venue rentals, catering, and equipment services; ensures compliance with documentation standards.
• Processes transactions in VISION and monitors payment status, responding to vendor and client queries.  

Supplies & Equipment Management

• Monitors availability and proper use of event-related supplies and maintains inventory of audiovisual equipment and materials.
• Coordinates repairs, replacements, and procurement of event assets; participates in annual physical inventory exercises.

Additional Duties

• Supports budget preparation and financial oversight for events, ensuring alignment with approved work plans.
• Performs other related duties as required to ensure efficient event and administrative operations and keep the supervisor abreast of potential problem areas and identify and recommend solutions.

To qualify as an advocate for every child you will have…

Minimum requirements:

• Education: Completion of secondary education is required.
• Work Experience: Minimum five years of relevant administrative or clerical work experience required
• Skills : Technical knowledge and audio-visual management, Risk assessment and contingency planning; Venue selection and logistics management; Vendor and supplier management
• Language Requirements: Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language – Kiswahili – is an asset.