Administrative Assistant, GS5, Public Partnership Division, NYHQ (, 364 days)

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.

Click here to learn more about UNICEF: UNICEF | for every child - YouTube

For every child, a fair chance…

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/partnerships/public

How can you make a difference?

By providing general administrative and analytical support to two Government Partnerships teams (a. North America, Australia, New Zealand, and Israel; b. Asia and Latin America) and assist in providing information related to public partners. This will include:

• Maintains office calendar: scheduling appointments and coordinating partner meetings convened by the team. This includes research, assembly and distribution of pertinent documents, and arranging conference. ensuring functioning of team mailing lists;

• Support Senior Advisors with scheduling and preparation of meetings as requested. Provide support for scheduling/coordination of internal and external high-level visits to NYC or Washington DC.

• Research and extract statistical and other funding data (reports and financial updates) from Vision, Service Gateway, Insights or other new tools.

• Prepare, review, check and dispatch all outgoing correspondence for the team.
• Assist in the distribution of emergency appeals and other information to public partners. Frequently prepare letters for signature by the Executive Director.
• Research and understand partner countries/regions in order to prepare correspondence, based on knowledge of the teams' work.
• Support teams in facilitating grants management processes. This includes:

• Assist in responding to funding queries from field offices and public partners served by the team; monitor Grant Management task lists and liaison with GSSC as needed for grant creation and other management duties for the teams.

• Liaise with relevant internal teams to help create grants and inform implementing teams. Support tracking of reporting dates, update systems with submitted grants, and assist with administrative follow-up as needed. Redirect issues/queries to concerned divisions for action, providing pertinent information.

• Assist in the review of files related to partner-funded programmes/projects as appropriate, regarding the final progress/utilization reports and financial statements.
• Archive files identified for transfer to Warehouse.
• Make all travel arrangements for team and finalize travel claims. This includes:
• Provide travel assistance to staff members for travel arrangements and entitlements. 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.

• Verify and process goods receipts on PO and contracts in accordance with established guidelines. Raise funds commitment, purchase requisitions and provide back-up support for specific budget areas. Ensure list of approving and certifying officers is up-to-date for teams.

• Liaise continuously with other divisions and offices within the organization on all budget and administrative matters to ensure compliance with UNICEF Financial Rules, Regulations, Policies, Procedures and Practices as relates to cluster needs and with consultation with Senior Administrative Assistant.
• Identify relevant project files, or background correspondence after determining nature of request/issue. Develop and maintain a follow-up system for matters requiring team’s action and to remind team of deadlines.
• Assist submitting Consolidated Emergency Reports and other reports as required to partners.
• Liaise with officers at various levels from HQ divisions to follow-up and retrieve information requested by the team.
• Supporting staff onboarding, including setting up workstation and other ICT needs, furniture, name cards printout, name plates etc.
• Arranges for the purchase and timely distribution of office supplies.
• Complete other tasks as assignment by Supervisor or other colleagues in the team.

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.
• 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 judgement, diplomacy, tact and excellent skills in public relations.
• Excellent word processing skills, as well as the following applications: Windows Operating System, SAP/Grants, Microsoft Outlook, Excel
• Fluency in English is required. Knowledge of another official UN language (preferably French or Spanish) 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: https://uni.cf/UNICEFValues

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:

Non-US candidates must be in possession of an existing US G4 visa or be a US permanent resident/citizen.

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, encourages qualified candidates from all backgrounds to apply.

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.