Consultancy: Executive and Programme support, Polio Eradication Programme (3.5 months), New York, USA or home based

Contract

This is a Consultancy contract. More about Consultancy contracts.

Note: The location for this consultancy will be assessed based on the COVID situation in both NYHQ and the location of the selected candidate.

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, a future

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programmes, 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. 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.

To continue deliver results for women and children UNICEF is facing a need to adjust strategies in ever more rapidly changing and increasingly more complex social environment and contexts. UNICEF is looking for innovative, action oriented, compassionate practitioners, who are able to work and collaborate with teams across a broad range of technical fields and disciplines commensurate to the complexity of challenges faced in the modern world.

How can you make a difference?

Under the direct supervision of the Polio Programme Director, you will provide administrative support to the Polio Programme Director, Deputy Polio Director, and staff under his supervision. This includes meeting scheduling, facilitating internal/external correspondence, travel arranging, processing contracts, invoice payment, ensuring all Budget Owner approvals are completed in the VISION system, prepare or print background materials for meetings and maintain the attendance/leave calendar. This also includes coordinating with other Programme Assistants, and the Operations Associate.

Key functions and accountabilities include the following:

1. Manage the MS Outlook email inbox and meeting calendar for the Polio Director and Deputy Director to ensure efficiency in scheduling and effectiveness of team engagements; provide executive support as required and requested.
2. Receive, review and route incoming correspondence. Follow-up on actions needed.
3. Facilitate correspondence with external/internal stakeholders including OED Roundhouse. Respond to inquiries and other questions with guidance from the Director and/or Deputy Director.
4. Handle routine correspondence and mailings to the field, file documents in share point as requested.
5. Maintain logs, files and updates records in prescribed format for subsequent use. Update the Polio organogram.
6. Make travel arrangements including preparation of TAs, processing of itinerary, visas, health and security clearances and other related travel processes, as necessary.
7. Process visa requests, facilitate ground passes renewals and provide guidance on other personnel-related processes including access to office space, computer, telephone and any other.
8. Maintain travel plan and calendar of events for the Director and Deputy Director.
9. Arrange for telephone/video conferences, workshops and face-to-face meetings. Coordinate logistical arrangements, i.e., travel, conference facilities, amenities and secretarial assistance.
10. Assist with organizing meetings, and handle assigned logistics tasks (resource room reservations and lay-out, tea/coffee service, laptop/projector set-up, etc.)
11. Respond to routine requests for information and receive visitors; directing them to appropriate staff for relevant attention, in support of various technical meetings held in-house and at outside venues.
12. Process relevant invoices for staff members, consultants, vendors and institutional contracts that are under the oversight of the Director and Deputy Director.
13. Process contracts: documentation/compilation, formatting, and follow up action regarding creation and update of vendor number(s) for staff and non-staff contracts and related activities within the Director and Deputy Director work plan.
14. Provide back-up support to Polio Unit Programme Assistants when they are out of the office.

To qualify as an advocate for every child you will…

• Have completed secondary education, preferably supplemented by technical or university courses related to the field of work,
• A minimum of five years of relevant administrative work experience.
• Be familiar with UNICEF rules and procedures, processing of travel arrangements and organization of meetings and teleconferences,
• Proficient in Microsoft Word, Excel, and PowerPoint,
• Fluent in English. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.
• Have experience working with share point (Teams sites), as an asset,
• Experience using VISION and InSight, as an asset.

For every Child, you demonstrate…

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

The competencies required for this post are...

• Demonstrates Self-Awareness and Ethical Awareness
• Works Collaboratively with others
• Builds and Maintains Partnerships
• Innovates and Embraces Change
• Thinks and Acts Strategically
• Drives to achieve impactful results
• Manages ambiguity and complexity

To view our competency framework, please visit here.

Click here to learn more about UNICEF’s values and competencies.

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
  • Any other estimated costs: visa, health insurance, and living costs as applicable.
  • 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

Remarks

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, 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.

Individuals engaged under a consultancy or individual contract will not be considered “staff members” under the Staff Regulations and Rules of the United Nations and UNICEF’s policies and procedures, and will not be entitled to benefits provided therein (such as leave entitlements and medical insurance coverage). Their conditions of service will be governed by their contract and the General Conditions of Contracts for the Services of Consultants and Individual Contractors. Consultants and individual contractors are responsible for determining their tax liabilities and for the payment of any taxes and/or duties, in accordance with local or other applicable laws.