Individual contractor: Administrative Assistant, GS-4, Office of Executive Director (OED)

Contract

This is a Consultancy contract. More about Consultancy 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,

The Office of the General Counsel, located within the Office of the Executive Director in New York Headquarters, is responsible for providing legal advice and support to the entire organization worldwide. The Office consists of nine (9) lawyers - two (2) are out-posted to Geneva, two (2) are out-posted to Nairobi and one (1) consultant working remotely from Los Angeles. The Office is supported by a GS6 Senior Executive Associate, in NYHQ. To enhance the Office’s ability to deliver more effectively and efficiently, the Office wishes to engage the services of an Administrative Assistant on a full-time basis.

How can you make a difference?

Provide administrative and secretarial support services to the Office of the General Counsel to facilitate smooth running of the Office and effective processing of information and data. This post will report to the Senior Executive Associate. The Office includes eight (8) attorneys, one (1) legal consultant and one (1) Senior Executive Associate.

Under the supervision of the Senior Executive Associate in the Office of the General Counsel, OED, the incumbent will be responsible for the following:

• Provide administrative support and facilitate of official travel. This involves: preparation of the agenda; processing of visas, hotel accommodations; preparation of the official travel binder; liaising with UNICEF offices, Travel Section and other external agencies on coordinating all logistics of official travel; draft trip reports; processing travel requests and claims; extension of United Nations Laissez Passer (UNLP); ensure initiation of timely action to clear pending/open items, including open TAs; and other related work to support travel of colleagues as necessary.
• Type/draft routine documents and reports, some of which are highly confidential. Clear correspondence for conformity with establishes procedures and accuracy of statements before being signed by the General Counsel.
• Assist in filing of contractual documentation. Carry out periodic reviews of electronic files attached to contracts (in VISION) to ensure completeness and consistency.
• Assist in procurement of services: obtain quotations, drafts and prepares estimates, preparation of purchase orders/contracts, year-end closure activities and accounts payable.
• Provide back-up support to the Senior Executive Associate, during absence.
• Perform other duties, as required.
• Organizational and knowledge management support
  • Provide support on the creation, migration, and maintenance of section's team site, docket management system in coordination with the Senior Executive Associate and the support of the ECM/ITCD team.
  • Archiving UNICEF’s original organizational files in coordination with the Senior Executive Associate and the support of the ITCD/ECM team (many of highly confidential nature).
• Communications, meetings and conferences functions
  • Arrange appointments/meetings and conference calls both internal and external, including with high-ranking officials. Securing appropriate room and equipment as needed, prepare background materials and information. Arrange for catering when applicable.

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

• Completion of secondary education (e.g. High School diploma) is a minimum requirement.
• Incumbent must be extremely well-organized and be able to handle multiple tasks simultaneously.
• Fluency in English. Working knowledge of another UN language an asset.
• Excellent interpersonal skills.
• Must be able to work independently or on a team.
• Tact and discretion absolutely essential as the post handles highly confidential matters.
• Light experience in budget monitoring/reporting, contracts issuance, and other budget support function is desirable.

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 UNICEF competencies required for this post are...

• Builds and maintains partnerships
• Demonstrates self-awareness and ethical awareness
• Innovates and embraces change
• Drive to achieve results for impact
• Manages ambiguity and complexity
• Thinks and acts strategically
• Works collaboratively with others

To view our competency framework, please visit here.

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

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 be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. 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:

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

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

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.