Consultancy: Consultant, Administrative Support - Gender Equality Section, PD, NYHQ/Home based - Req

Contract

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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.

Title: Administrative Support to Gender Equality Section

Section/Division/Duty Station: Gender/PD/NYHQ

Duration: 9 months (up to 123 working days between 1 April 2021 – 31 December 2021)

About UNICEF

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you. For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments. UNICEF has over 12,000 staff in more than 145 countries.

BACKGROUND

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

In coordination with the Programme Associate, this administrative support contractor will support to the Gender Equality Section (PD) for the following tasks:

1. Support contract development and management, and partnership agreements:

• Assists hiring manager with TOR/or and other supporting documents;
• Liaises with internal business partners for clearances of TOR and/or other supporting documents, clearance and advertising/bidding;
• Monitors contracts, including processing and tracking payments of invoices against contracts;
• Assists hiring manager with contract amendments and extensions;
• Liaises with managers on completing contractors’ final evaluations and further liaises with Programme Associate and internal business partners for contracts closure

2. Event coordination and supporting the team with administrative/programming tasks as required:

• In collaboration with the Programme Associate, assists with event coordination and logistics, and supports the team with other administrative (and/or programming) tasks, as required
• Taking meeting minutes

3. Support the Travel Arrangements for the team:

• Assists staff with travel booking, including securing flights;
• Liaises with the VISA Desk / CIBT on visa requirement;
• Liaises with NYHQ medical team in obtaining traveler medical clearance;
• Assists travelers in obtaining security clearance;
• Assists the section with gathering data from staff for Travel Plan, including estimating Q3 travel plan cost, and getting plan properly approved

4. Payment process for PO and direct invoices:

• In coordination with vendors for their monthly or periodical invoice submission;
• In coordination with project managers and receiving officer to get necessary approval and SES number(s);
• In coordination with Programme Associate to get FC/FR numbers for direct invoice payment;
• In coordination with POP/Fin to submit vendors’ invoices via email

5. Archiving

• Archives key operation-related documents (contracts, agreements, etc.) in the Gender Operation SharePoint site, using appropriate naming and tagging convention

The team will need 20 full workdays of admin supports only for the month of May and June for the preparations and facilitations of a special global event in June 2021.

The administrative support contractor is tasked with the following deliverables:

• Admin and Programme support functions for the month of April 2021

Required working days: 10 Days Due on: 30 April 2021

• Admin and Programme support functions for the month of May 2021

Required working days: 20 Days Due on: 31 May 2021

• Admin and Programme support functions for the month of June 2021

Required working days: 20 Days Due on: 30 June 2021

• Admin and Programme support functions for the month of July 2021

Required working days: 14 Days Due on: 31 July 2021

• Admin and Programme support functions for the month of August 2021

Required working days: 10 Days Due on: 31 August 2021

• Admin and Programme support functions for the month of September 2021

Required working days: 13 Days Due on: 30 September 2021

• Admin and Programme support functions for the month of October 2021

Required working days: 13 Days Due on: 31 October 2021

• Admin and Programme support functions for the month of November 2021

Required working days: 15 Days Due on: 30 November 2021

• Admin and Programme support functions for the month of April 2021

Required working days: 8 Days Due on: 15 December 2021

TOTAL: 123 working days Contract end Date: 31 December 2021

Qualifications and Experience

• High-School Diploma;
• At least 5 years of relevant experience in Office Administration (experience within UNICEF or UN System is an asset);
• Knowledge of UNICEF work culture and systems is an asset;
• Fluency in English is required;
• Excellent English writing skills with an experience in writing minutes is an asset;
• Fluency in another UN Official Language is an asset;
• Self-starter, resourceful and curious, able to work well individually and within a team with minimal supervision;
• Problem solving skills, flexibility and excellent interpersonal relations.

Requirements****:

• Completed profile in UNICEF's e-Recruitment system and provide Personal History Form (P11) Upload copy of academic credentials
• Financial proposal that will include:
• your daily/monthly rate (in US$) to undertake the terms of reference.
  • travel costs and daily subsistence allowance, if internationally recruited or travel is required as per TOR.
  • Any other estimated costs: visa, health insurance, and living costs as applicable.
  • Indicate your availability
• Any emergent / unforeseen duty travel and related expenses will be covered by UNICEF.
• At the time the contract is awarded, the selected candidate must have in place current health insurance coverage.
• Payment of professional fees will be based on submission of agreed satisfactory deliverables. UNICEF reserves the right to withhold payment in case the deliverables submitted are not up to the required standard or in case of delays in submitting the deliverables on the part of the consultant.

U.S. Visa information:

With the exception of the US Citizens, G4 Visa and Green Card holders, should the selected candidate and his/her household members reside in the United States under a different visa, the consultant and his/her household members are required to change their visa status to G4, and the consultant’s household members (spouse) will require an Employment Authorization Card (EAD) to be able to work, even if he/she was authorized to work under the visa held prior to switching to G4.

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

For every Child, you demonstrate…

UNICEF’s core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results. View our competency framework at: Here

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, race, sexual orientation, nationality, culture, appearance, socio-economic status, ability, age, religious and ethnic backgrounds to apply to become a part of the organization.

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 also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.