Administrative Assistant, New York
Organization: Unicef
Country: USA
City: New York
Office: UNICEF New York
Closing date: Sunday, 19 March 2023
Readvertisement - Administrative Assistant, GS-5, Fixed Term, PPD, NYHQ, #14158 Req #559590
Job no: 559590
Position type: Fixed Term Appointment
Location: United States Division/Equivalent: Partnerships
School/Unit: Public Partnerships Division
Department/Office: Government Partnerships
Categories: Administration
UNICEF works in 190 countries and territories to protect the rights of every child. UNICEF has spent 70 years working to improve the lives of children and their families. Defending children’s rights throughout their lives requires a global presence, aiming to produce results and understand their effects. UNICEF believes all children have a right to survive, thrive and fulfill their potential - to the benefit of a better world.
For every child, an advocate
The Public Partnerships Division (PPD) has been established to facilitate and strengthen partnership development with governments, UN agencies, international financial institutions and global programme partnerships. PPD engages in policy advocacy and resource mobilization for children’s rights and works to position UNICEF as a trusted partner to governments and other key stakeholders in the implementation of UNICEF’s Strategic Plan and the Post-2015 Development Agenda.
For more information please visit: https://www.unicef.org/publicpartnerships/
The Administrative Assistant as the administrative focal point for a number of teams in the UNICEF’s Public Partnerships Division (PPD) is accountable for procedural and some specialized communications, operational and administrative support services. PPD works to strengthen the organization’s position as a partner of choice for children’s rights among governments and public actors around the world. The Division engages in evidence-based policy advocacy and resource mobilization to support children across the globe through the implementation of UNICEF’s Strategic Plan 2022-2025 and the 2030 Agenda. In collaboration with other Divisions and offices, PPD mobilizes and manages partnerships, including government and intergovernmental partners, UN pooled funding mechanisms, Global Programme Partnerships, International Financial Institutions and innovative financing mechanisms.
How can you make a difference?
Under the supervision and guidance of the Africa/Mena team Senior Advisor, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.
This will include: Budget Monitoring
Monitors available budget on respective WBSes of each team and follows up with Operations when necessary.
Office Planning & Project Management
Ensures the availability of timely, complete and accurate information and data for preparing section work plans and project management plans.
Undertakes basic research and performs comparative analysis of project/programme related data.
Monitors project implementation against established milestones and makes recommendations to improve performance.
Helps ensure timely compliance with agreed deadlines.
Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information.
Procurement
Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements.
Communications & Workflow
Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
Manages incoming and outgoing correspondence, e-mails and telephone calls.
Communicates routine and some non-routine information pertaining to the work of the team.
Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate.
Calendar/Meetings/Correspondence Management
Maintains office calendar and arranges meetings
Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
Events/Logistics
Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
Arranges times through liaising with participants over availability.
Liaises with budget focal points and section over costs and needs.
Prepares background materials for participants and uploads cleared materials on the intranet.
Prepares and maintains agendas on meetings and events related to the work group commitments.
Travel
Provides travel assistance to staff members in 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.
Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
Monitors travel certification and report back to the team.
Invoice Processing
Responsible for collecting invoices and filing documents for approval .
Responds to client transaction status and other inquiries.
Supplies/Equipment
Supports sections on ordering administrative supplies, office
Attendance
Maintains and updates a system which monitors the absence of staff.
To qualify as a champion for every child you will have...
Completion of Secondary Education (e.g. High School Diploma) is a minimum requirement.
Minimum of five years working experience in an administrative capacity with an international organization, government agency or diplomatic mission.
Knowledge of UNICEF programmes and procedures.
Post requires initiative, mature judgment, diplomacy, tact and excellent skills in public relations.
Fluency in English (verbal and written) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is considered an asset.
Non-US candidates must be in possession of a US G4 visa or be a US permanent resident/citizen.
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) Communication (2) Works collaboratively with others (3) Drive to achieve results for impact (4) Analyzing (5) Planning and Organizing (6) Thinks and acts strategically.
During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.
UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic. We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements. UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.
Remarks:
UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. For General Services positions in New York, Non-US candidates must be in possession of a US G4 visa or be a US permanent resident/citizen. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.
Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
This is a re-advertisement of the same vacancy. All those applicants who applied to the first vacancy do not need to re-apply as their applications will be retained for the ongoing recruitment.
Advertised: Mar 03 2023 Eastern Standard Time Application close: Mar 18 2023 Eastern Daylight Time
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Closes Mar 18 2023
Readvertisement - Administrative Assistant, GS-5, Fixed Term, PPD, NYHQ, #14158 Req #559590 in United States
Under the supervision and guidance of the Africa/Mena team Senior Advisor, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.
Link to the organization’s job posting: https://unjobs.org/vacancies/1677941024642
