Individual Contractor: Administrative Assistant - Operations Section, Office of Emergency Programmes (EMOPS), 2 Months, NYHQ/Req

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, hope

This position is part of EMOPS Operations Section which is responsible for providing the necessary operational support for the division and it will liaise with other sections/divisions as needed, particularly Travel Unit and Administrative Management Section in DFAM.

EMOPS’ HR structure has grown significantly in the last few years, both in terms of posts as in terms of budget. Therefore, timely and efficient administrative support for the preparation of travels, issuance of consultancy contracts and general administrative needs has become more important than ever. This is also the case for the Emergency Response Team, whose timely deployment for emergencies, which are sometimes unforeseen, is critical for the achievement of the division’s results and objectives.

Terms of Reference / Deliverables

1. As the Travel and Attendance Team Leader for the Division, provides travel assistance to staff in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel. Briefs/de-briefs staff members on issues related to administrative matters such as visas, security clearance, documentation procedures.
2. 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. Assist in the preparation of budgets on travel costs and maintain travel budgetary control records.
3. Keep travel and attendance matrix overview updated. Logs and tracks attendance for division and briefs/debriefs staff on related attendance policies on leave and entitlements.
4. Provides administrative support, operational coordination, and monitoring of movement of ERT during deployment. Conducts research and compile relevant data to assist ERT members in the generation of reports and/or briefing notes. Drafts correspondence and reports in accordance with UNICEF standard office procedures. Ensures appropriate routing of documents and timely dissemination of information.
5. Undertakes travel arrangements for all staff in the Emergency Response Team, including consultants required to travel on behalf of the ERT. This includes travel itineraries, preparation and completion of travel requests, claims, duty reports, security and medical clearances, visas, transportation and hotels, as applicable.
6. Provides administrative to staff in the Director’s office, including arranging travel, organizing meetings and some reporting functions.
7. Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in vision, and making necessary logistical arrangements. Tracks and monitors all created in the division.

Qualifications

(1) Education

• First-level university (Bachelor) in Business and related fields.

2) Work experience

• A minimum of 5 years of relevant administrative or clerical work experience is required.

3) Competencies

• Excellent written and verbal communication in English.
• Ability to draft correspondence.
• Knowledge of standard UNICEF automated systems (Vision, Word, Excel, PowerPoint, etc.).

Duty Station

New York, USA

Travel:

• Local Individual Contractor, no travel expected.

Time Frame:

Estimated Start Date: June through August 2022

Duration: 2 months

Call for Proposals:

Applications should include:

• Past experience (CV).
• 3 references with updated contact information.
• Daily/Monthly rate

Please indicate your ability, availability, financial request and suggested payment schedule to undertake the terms of reference above. Applications submitted without a financial proposal will not be considered.

For every Child, you demonstrate…

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA).

To view our competency framework, please visit here.

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:

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.

At the time the contract is awarded, the selected candidate must have in place current health insurance coverage.

With the exception of 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/individual contractor and his/her household members are required to change their visa status to G4, and the individual contractor/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.

The candidate may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid).