United States of America: Administrative Associate (GS-6), #15541, Evaluation Office – New York Headquarters

Organization: UN Children’s Fund
Country: United States of America
Closing date: 23 Jan 2018

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, a future…Under the supervision and guidance of the Division Director for Evaluation Office, the Administrative Associate is responsible for executing a broad variety of standardized tasks for the respective section(s) requiring thorough knowledge of UNICEF administrative procedures, processes and policies.In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.

How can you make a difference?

1. Minutes of Meetings/Correspondence Management

– Take minutes of meetings and keep the correspondence of the Section(s)/Unit(s) well organized (electronically).2. Events/LogisticsSupports 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(s) over costs and needs.-Prepares background materials for participants and uploads cleared materials in the intranet.- Prepares and maintains agendas on meeting and events related to the work group commitments.3. TravelProvides travel assistance to staff in section(s) 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, 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.- Assist in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.- Monitor travel certification and report back to the team.4. Budget Monitoring – Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.- Monitors budgets and financial expenditures of section(s), ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.- Prepares and maintains records, documents and control plans for the monitoring of project/programme implementation.5. Invoice Processing– Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.- Upload electronic files and verify results to destination system.- Respond to client transaction status and other inquiries.6. Supplies/EquipmentSupports management of administrative supplies, office equipment and vehicles, updating inventory of items.- Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.- Arrange for the purchase and timely distribution of office supplies.7. Procurement (for entire section) Supports managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG.- 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.- Keeps vendor lists, partners, and consultant rosters up-to-date.8. Human Resources – Supports drafting of vacancy announcements for positions within his/her office for review by supervisor to help attract ideal candidates.- Analyze, research, verify, and compile data which facilitates preparation of workforce planning reports for supervisor to review against benchmarks i.e. Gender and geographical balance and other recruitment related key performance indicators.- Liaises with candidates in the various stages of the recruitment process.- Records and maintains recruitment files, ensuring all necessary documentation has been prepared.- Monitors life-cycle of recruitment process to update supervisor as necessary.9. AttendanceMaintains and updates a system which monitors the absence of staff.10. Support in Knowledge Management and capacity building– Researches, analyses, verifies and synthesizes information on best practices and lessons learnt to support knowledge development and capacity building.- Supports capacity development activities related to performance monitoring, programme development, and related internal UNICEF systems/tools by reviewing and implementing training materials and participating on exercises pertaining to program processes and procedures which aim to build capacity of stakeholders.To qualify as an advocate for every child you will have….– Completion of secondary education is required, preferably supplemented with technical or university courses related to the work of UNICEF.- A minimum of six (6) years of relevant work experience in providing progressively responsible administrative support services is required, including organizing and supervising the whole range of office support and administrative activities.- Advanced computer literacy and the ability to effectively use standard office software tools (MS Office, Enterprise database) and other office technology to create documentation, exchange and archive e-mail, and maintain electronic filing systems is required.- Ability to work with minimum of supervision; Ability to extract and format data and to solve operational problems; Ability to organize own and others work, set priorities and meet deadlines; Ability to organize meetings and events; Ability to handle work quickly and accurately under time constraints; are desirable.- Working knowledge of UNICEF systems, policies and procedures is considered an asset.- Strong writing, interpersonal and communications skills are required.- Passing the GGST Exam (Global General Service Test) or UN ASAT in English is required.- Non-US candidates must be in possession of a US G4 visa or be a US citizen/permanent resident.

– Fluency in English (verbal and written) is required. For every Child, you demonstrate…Our core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified candidates from all backgrounds to apply.

How to apply:

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization. To apply, click on the following link http://www.unicef.org/about/employ/?job=509970