Senior Administrative Associate - DRP Office, GS-7, New Delhi, India, Post No. 118077 (This is a Temporary Appointment for 364 days)

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education. More about G-7 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, a Champion and an Advocate!

How can you make a difference?

The Senior Administrative Associate is accountable for applying a broad range of administrative rules and procedures in the coordination of administrative support to the section and programme planning and implementation. In addition, they represent the supervisor in communications involving the exchange of non-routine information, coordinating and following up on deadlines as well as establishing and maintaining communications with counterparts within UNICEF and partner organizations. Efficiently initiating, monitoring and ensuring provision of such services allows the supervisor to focus on substantive core work.

Purpose for the job:

Under the supervision and guidance of the Deputy Representative Programmes, this post serves as a principal assistant to the Deputy Representative Programmes, carrying out broad administrative functions, to ensure efficient management of the Office. Provides administrative and operational assistance and support for programme/project activities in support of programme goals and objectives. Responsible for maintaining streamlined communications with counterparts within UNICEF and partner organizations.

Key functions, accountabilities and related duties/tasks

Summary of key functions/accountabilities:

1. Administrative Support to Programme Development and Management

2. Communications and Workflow

3.Administrative and Operational Support to the Office

1. Administrative Support to Programme Development and Management

a. Coordinating the Programme Review Committee (PRC) meetings including preparing the draft minutes and exchanges pertaining to the meetings.

b. Obtaining and reviewing the submissions and related background documents including checklists for relevance and completeness.

c. Ensuring that a Fund Reservation is properly created in VISION prior PRC approval and all programme document being uploaded in VISION along with PSEA assessment and UNPP partner verification on creation of the Fund Reservation.

d. Ensuring that electronic versions of all programme related documents are maintained centrally in an orderly and accessible fashion

Communications and Workflow

a. Manages incoming and outgoing correspondence, messages and documentation. Apprises the Deputy Representative Programmes of urgent and important issues.

b. Determines routing-for-action to senior staff and liaises with Sections/Field Offices and external contacts for follows-up on pending actions.

c. Support the Office in coordinating activities, performing research, and preparing briefing materials and papers. Coordinate periodic meetings, record discussions and prepare minutes and memoranda.

d. Prepares correspondence, special reports, evaluations or justifications that maybe of confidential nature. Prepare periodic or ad-hoc reports relating to country office and donors to support the office in optimizing use of programme funds.

e. Prepares presentations and other communication materials on request by the Deputy Representative Programmes.

f. Regularly updates information pertaining to programmatic issues on the Enterprise Content Management (ECM) page to ensure systematic and standardized way of filing and sharing documents.

Administrative and Operational Support to the Office

a. Serves as a principal assistant to the Deputy Representative Programmes, responsible for day-to-day administrative operations of the Office.

b. Organizes daily agenda and meetings. Coordination of meetings being chaired by the DRP – including minuting of weekly and monthly Programme Chiefs meetings.

c. Plans and coordinates the Deputy Representative Programme’s duty travel, public appearances and meetings with government officials, other partners and UNICEF staff. Liaises to arrange itineraries of field visits, prepares/collates briefing materials.

d. Prepare international and national travel authorizations in Vision for travel of DRP, including obtaining security clearance well in advance.

e. Follow up with all Programme Section Chiefs for travel and leave plans from Sections on a quarterly basis and have them approved by DRP in a timely manner.

f. Responsible for coordination of visits of high-level officials/visitors, ensuring adherence to protocol, manages specific administrative/programmatic requirements and organizes official receptions.

g. Coordinate with Protocol officer for renewal of GoI cards, Visa, UNLP/passport of the DRP much in advance before expiry date.

h. Regularly monitoring budgets and financial expenditures of section by employing applicable tools, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision and/or follow up.

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

Requirements of the position (EDUCATION AND EXPERIENCE) :-

Education

Completion of secondary education required. University degree in business administration or any other related field desirable.

Work Experience

A minimum of 7 years of progressively responsible in administration, preferably programme administration. Relevant experience in an international developmental organization is desirable.

Languages

Fluency in English and local language of the duty station is required.

• This position is based in New Delhi (India).
• This is a Temporary Appointment for 364 days. The vacancy is open to Indian Nationals only.
• Only shortlisted candidates will be notified and advance to the next stage of the selection process, which involves various assessments.
• UNICEF does not charge a fee at any stage of the recruitment process including application, interview, meeting, traveling, processing, training etc. UNICEF is a non-smoking working environment.
• 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. Our workplace policies promote flexible work arrangements, to support all staff in maintaining a healthy life balance, both in and out of the office.

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.

• Demonstrates Self Awareness and Ethical Awareness (1)
• Works Collaboratively with others (1)
• Builds and Maintains Partnerships (1)
• Innovates and Embraces Change (1)
• Thinks and Acts Strategically (1)
• Drive to achieve impactful results (1)
• Manages ambiguity and complexity (1)

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.

UNICEF is committed to promote the protection and safeguarding of all children.

Remarks:

For more information about UNICEF India, please refer to the link below: - http://unicef.in