Re-advertisement - Programme Assistant, GS-5, Education, Programme Group, (# 121000) New York HQ

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.

This is a re-advertisement due to some technical problems with the link. Previous applicants need not reapply as their original application will be duly considered.

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, an education...

The Programme Group (PG) provides global programme leadership to achieve results for the most disadvantaged and excluded children everywhere within the overall framework of the UNICEF Strategic Plan 2022–2025 and in response to the universal scope of the Sustainable Development Goals (SDGs). PG leads UNICEF’s global programme function to provide countries with technical assistance to boost programme excellence, as well as support to leverage evidence, partnerships, and innovations that can be adapted and taken to scale in different country contexts – including humanitarian settings and low-, middle-, and high-income countries.

How can you make a difference?

Under the close supervision and guidance of the supervisor, you will support the Education Team, Programme Group by carrying out a range of admin, financial and operational tasks, to help develop, implement and monitor the area/unit programme, ensuring timely and effective delivery that is consistent with UNICEF rules and regulations.

Summary of key functions/accountabilities:

1. Procurement of Goods and Services

2. Invoicing and Receiving

3. Support in monitoring, amending and closing contracts

4. Account monitoring

5. General support

6. Procurement of Goods and Services

• Provide input to the formulation of the annual Supply Plan. Support market research in relevant areas for UNICEF and assist in gathering evidence on the best approaches to sustainable and best value for money procurement.
• Liaise with colleagues from respective programme sections in planning procurement and contracting initiatives, supporting development of relevant specifications, terms of reference, and logistics arrangements and timelines. From lessons learnt, contribute with good practices to strengthen sustainability of supply chains.
• In consultation with SD, conduct Request for Quotations (RFQs), Invitations to Bid (ITBs) and Requests for Proposals (RFPs) among LTA holders.
• Conduct local market surveys on ongoing and regular basis for identification of potential suppliers to procure the goods and services at competitive costs. Facilitate technical and financial proposal reviews.
• Liaise with suppliers for the documents collection. Prepare PRQs in SAP (ERP – Enterprise Resource Planning system), and submit for relevant approvals, ensuring completeness of documentation in UNICEF systems. Create and update cases on PCM (procurement case management).
• Keep stakeholders/partners informed on the progress of procurement processes. Liaise with suppliers, ensuring timely follow-up on delivery schedules Implement appropriate vendor management practices e.g. supply performance reviews.

2. Invoicing and Receiving

• Responsible for receiving invoices directly from vendors. Liaise with the receiving officer for approval and, thereafter processing in SAP facilitating SES creation.
• Act as a Master Data Management and Finance Local Focal Point for supply related transactions.
• Prepare, submit and monitor invoices using the case management tool
• Ensure the required​ information and documentation for submitted requests are correct, and provide follow up on any issues until the request (or case) is completed by GSSC.
• Respond to queries from GSSC and suppliers.

• Regularly monitor dashboard reports and coordinate to ensure necessary supply action is taken in a timely manner in support of UNICEF Programme.

  3. Support in monitoring, amending and closing contracts

• Regularly extract reports on the status of the existing LTAs, contracts, Purchase Orders (POs) and take necessary action in coordination with the relevant Programme.

• Provide guidance to Programme Teams on documentations required for contract amendment

• Review documents received for contract amendment for compliance and completeness.

  4. Account Monitoring

• Ensure all supplier accounts are cleared before closing contract

• Liaise with programme teams and supplier to provide documentation on open items
• Regularly monitor and follow up on long overdue open items (unpaid Invoices, GR/IR issues)

5. General Support

• Respond to inquiries from GSSC, Suppliers and Programme Teams
• Provide required process and policy inputs as it relates to supply processes
• Liaise with operations to ensure that all players in the supply processes have the requisite roles to approve or release.

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

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the work of the organization, such as business administration, project management, finance, etc.
• A minimum of five years of progressively responsible administrative or clerical work experience is required
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

For every Child, you demonstrate...

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability (CRITA) 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 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.

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 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:

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children.

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

UNICEF appointments are subject to medical clearance. . Appointments may also be 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.