Administrative Assistant, GS-5, New York, EMOPS, Temp Appointment (8 months)

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, Hope

For every child, Hope

As the administrative focal point for the assigned section in the Office of Emergency Programmes (EMOPS), the Administrative Assistant is accountable for procedural and some specialized communications, operational and administrative support services.

How can you make a difference?

Administrative Assistant- HFSS - 8 months

Under the supervision and guidance of the chief of HFSS, the incumbent will be responsible for executing a broad variety of routine tasks with some special knowledge of UNICEF administrative procedures, processes, and policies. The staff member will also liaise with relevant divisions within HQ to provide timely information, including flagging bottlenecks for the completion of specific tasks for the section.

Key Functions/Accountabilities:

The Administrative Assistant is accountable for procedural and some specialized communications, operational and administrative support services including:

1. Office Planning & Project Management:

• Ensure the availability of timely, complete and accurate information and data for preparing section work plans and project management plans.
• Help ensure timely compliance with agreed deadlines.
• Act as focal point in the review of the completeness of data reports with key monitoring and evaluation information.

2. Communications & Workflow:

• Facilitate the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
• Manage incoming and outgoing correspondence, emails, and calls.
• Communicate routine and some non-routine information pertaining to the work of the team.
• Establish and maintain the office filing and reference systems, both traditional and digital; and ensure the inter/intra-net websites are up to date

3. Calendar/Meetings/Correspondence Management:

• Maintain office calendar and arrange meetings
• Take minutes of meetings, ensuring accuracy, attention to detail and coherence.

4. Travel:

• Provide travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaise to obtain the best service and price for all travel.
• Brief/de-brief staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
• Extract, input, maintain, and verify correctness of travel records in the organization’s travel system to ensure accurate transactions related to 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.

5. Invoice Processing:

• Responsible for collecting invoices and filing documents for approval and processing in VISION.
• Upload electronic files and verify results to destination system.
• Respond to client transaction status and other inquiries.

6. Attendance:

• Maintain and update a system which monitors the absence of staff.

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

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• A minimum of 5 years of relevant administrative or clerical work experience is required.
• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management.
• Knowledge of UNICEF administrative policies and procedures.
• Organizational, planning and prioritizing skills and abilities.
• Ability to work in a team environment to achieve common goals.
• High sense of confidentiality, initiative and good judgment.
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

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) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

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:

This is a locally-recruited position. Applicants must have a valid US visa/permanent residence/US citizenship status.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

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. 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.