Administrative Associate (Archives), GS-6, DFAM, New York HQ

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 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...

[UNICEF has over the years operated a warehouse in Secaucus, New Jersey where a variety of assets were stored including physical records, publications, furniture, computer equipment and related assets. The warehouse will be decommissioned in 2025 which requires administrative support to the Archives Unit to implement the decommissioning and relocate active archives/documents to a new location. Hence the establishment of an Administrative Associate position (Temporary TA) to support the work.

The UNICEF Archives’ goal is to take a systemic approach to preserving the organization’s institutional heritage. It aims to provide improved archival preservation of both physical and digital materials and creating platforms for access through developing viable archival descriptions as well as engaging modern access platforms that satisfy client research needs. The Archives also aims to engage technology solutions through making use of new digital preservation capabilities. These goals will be implemented in line with the organizational strategy and information management requirements of stakeholders in various business areas. The Archives Unit is entrusted with the responsibility of removing the archives and other items currently stored at UNICEF warehouse at Secaucus and relocate them to a new storage facility by end of August 2025, requiring the establishment of a GS6 temporary position (Administrative Associate) to support the Archives Unit to lead and facilitate the disposal of warehouse assets, and transmission of assets earmarked for continued retention at the new offsite storage premises once identified. The Administrative Associate will work under the supervision of the Records Management Specialist to ensure the warehouse assets are timely disposed of as accurately and appropriately, and the warehouse facility returned to the owner in the original state as before leasing, which also involves monitoring and ensuring that restoration/rehabilitation works are completed by August 2025.

How can you make a difference?

Key functions, accountabilities, and related duties/tasks

1. Assist in identifying ownership of assets, documents, create lists, recommend appropriate disposal action for each set of assets, and coordinate with responsible offices on appropriate action.

2. Facilitate, in liaison with responsible offices, the disposal of assets marked for disposal in conjunction with the Project Review Board (PRB), including move of assets to new storage location.

3. Serve as focal point for administrative coordination, liaison with divisions throughout the decommissioning process, including coordinating for meetings to discuss ongoing initiatives and implementation toward achievement of goals, process invoices and follow up payments.

4. Provide support on procurement/logistics process, maintain data of qualified supplier profiles, prepare lists of potential pre-qualified suppliers for all tendering, and provide support in the solicitation processes.

5. Support the overall administration of the Archives Unit by providing administrative substantive support, including analyze data and contributing to decision making. 6. Performs any other relevant duties, as required.

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

• Completion of secondary education (High School) is required. Preferably supplemented by technical or university courses related to the work is highly desirable.
• A minimum of six (6) years of administrative experience in a commercial, industrial, or public-sector organization, with skills in office record management, and project support, is required.
• Strong computer literacy and the ability to effectively use standard office software tools (Microsoft Word, Excel, PowerPoint, and other software, such as SharePoint) is required.
• Strong understanding and adherence to confidentiality, while being highly organized and process oriented, is highly desirable.
• Good written and oral communication skills, including the ability to present findings clearly and concisely, to raise awareness with senior colleagues is highly desirable.
• Knowledge of basic procurement practices is highly desirable.
• Ability to work in a team and to maintain effective working relationships in a multicultural environment is considered an asset.
• Office records management and project support is highly desirable.
• Non-US candidates must be in possession of a US G4 visa or be a US citizen/permanent resident.
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is considered 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.

Remarks:

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

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable are encouraged to apply.

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). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be cancelled.

All selected candidates will 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.

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.