Programme Assistant, GS-5, Fixed Term, Polio Eradication Programme, New York, USA

Mid Senior Programme & Policy

Overview

Support administrative tasks for the Polio Eradication Programme

You have:

• Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization
• A minimum of five years of progressively responsible administrative or clerical work experience
• Excellent understanding of contractual regulations and processes in UNICEF or UN system
• Experience in facilitating the processing of contracts for consultants, vendors and external partners that support the office in programme delivery
• Experience in arranging travel using online booking tools to set-up itinerary, requesting visa, security and medical clearance, hotel booking and ground transportation
• Thorough knowledge of UNICEF administrative policies and procedures
• Strong organizational, planning and prioritizing skills and abilities
• High sense of confidentiality, initiative and good judgment
• Ability to work effectively with people of different national and cultural backgrounds
• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint
• Strong office management skills
• Fluency in English. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is an asset

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 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, Health

UNICEF has been one of the four spearheading partners of the Global Polio Eradication Initiative (GPEI) since 1988. UNICEF takes a lead in the GPEl on supporting countries in ensuring demand for polio vaccine through effective social and behavior change (SBC) initiatives including, social mobilization and communication activities and in procuring and supplying polio vaccines to priority countries.

UNICEF has the lead role in strategic communications including SBC, crisis communication and advocacy, to ensure a high demand for vaccination services and acceptance of vaccine. SBC plays a vital role in the polio prevention and response interventions, supporting the MoH teams to plan and implement social and community mobilization activities to inform and convince communities and leaders about the reasons and rationale for oral polio vaccine (OPV) campaigns; supporting interventions that encourage community based surveillance of Acute Flask Paralysis; and supporting the improvement of immunization programmes, both through campaigns and through routine immunization, by fostering understanding of childhood diseases, creating demand for services and acceptance of the vaccines.

The final sprint to eradication is complex and requires an intensified refined focus with strong management and excellent technical capacity in place. The GPEI launched the new Polio Eradication Strategy 2022-2026: Delivering on a Promise, with continued focus on the dual emergency facing the polio eradication effort: that the programme must urgently interrupt wild poliovirus type 1 (WPV1) in the endemics and stop circulating vaccine-derived poliovirus (cVDPV) transmission in the outbreak countries. The Strategic Plan has also revised the overall GPEI structure in terms of governance, oversight and accountability.

How can you make a difference?

Under the close supervision and guidance of the Senior Social & Behavior Change Manager (P5), you will support the Polio Social & Behavior Change Work Stream, Polio Eradication Programme, NYHQ by carrying out a range of procedural, administrative, and operational tasks, to help develop, implement and monitor the team activities, ensuring timely and effective delivery that is consistent with UNICEF rules and regulations. You will work closely with other Programme Assistants within the Polio Eradication programme.

Key functions and accountabilities include the following:

• Facilitate the processing of contracts for consultants, vendors and external partners that support the office in programme delivery. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements.
• Assist in basic research, drafting of presentations, statements, day-to-day correspondences and memos. Prioritize and track the schedule of meetings and respond to information queries in person or by telephone or e-mail.
• Collecting invoices and filing documents for approval and thereafter processing in VISION and Mycase.
• Preparing and maintaining records, documents and control plans for the monitoring of project/programme implementation and financial expenditures.
• Supporting the management of administrative supplies and office equipment.
• Maintaining office calendar and arranging meetings. Taking minutes of meetings and keeping the correspondence of the team well organized.
• Arrange for the Senior SBC Manager’s participation in internal and external meetings, conferences and visits to UNICEF regional and country offices, and prepare background information and briefings on sponsoring offices and institution as required.
• Supporting capacity development activities, meetings and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts; arranging times through liaising with participants over availability; liaising with budget focal points and section over costs and needs; and preparing background materials for participants.
• Arrange travel for the unit using online bookings tools to set-up itinerary, requesting visa, security and medical clearance, hotel booking and ground transportation.
• Maintain travel plan, certifications in VISION in coordination with travel unit, manage travel arrangements including preparation of TAs, processing of itinerary, visas, health and security clearances and other related work for travel of professional staff, and for consultants, as necessary.
• Provide support in preparation of interviews for recruitment and liaise with Polio Operations Assistant in NYHQ to ensure supporting documentation is in order.
• Monitor and update the financial commitments and expenditures against the budget within Cross-Sectoral Areas such as travel, contracts, and meeting expenditures
• Assist in preparation of Annual Work Plans budget, flag any deviations from agreed plans and coordinate with the Operations Assistant and Polio Finance Team as needed.
• Preparing and maintaining records pertaining to programme planning and development for the Polio SBC Work Stream.

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

• Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization
• A minimum of five years of progressively responsible administrative or clerical work experience
• Excellent understanding of contractual regulations and processes in UNICEF or UN system
• Experience in facilitating the processing of contracts for consultants, vendors and external partners that support the office in programme delivery
• Experience in arranging travel using online booking tools to set-up itinerary, requesting visa, security and medical clearance, hotel booking and ground transportation
• Thorough knowledge of UNICEF administrative policies and procedures
• Strong organizational, planning and prioritizing skills and abilities
• High sense of confidentiality, initiative and good judgment
• Ability to work effectively with people of different national and cultural backgrounds
• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint
• Strong office management skills
• Fluency in English. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is 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: https://uni.cf/UNICEFValues

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. All selected candidates will, therefore, 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.

Remarks:

Non-US candidates must be in possession of a US G4 visa or be a US permanent resident/citizen.

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

UNICEF appointments are subject to medical clearance. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). 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.

Apply now

Potential interview questions

Added 3 years ago - Updated 1 year ago - Source: unicef.org