Temporary Appointment, Administrative Assistant, GS-5, Office of Innovation

New York City

The Administrative Assistant is responsible for executing a broad variety of standardized administrative tasks for UNICEF Ventures requiring thorough knowledge of UNICEF administrative procedures, processes and policies.

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.

For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.

Title: Administrative Assistant

Job level: GS5

Type: Temporary Appointment (TA)

Post location: New York

Duration: 364 Days

Organizational Unit: Office of Innovation

 

PURPOSE OF THE POSITION

The Administrative Assistant is responsible for executing a broad variety of standardized administrative tasks for UNICEF Ventures requiring thorough knowledge of UNICEF administrative procedures, processes and policies.

In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.

KEY ACCOUNTABILITIES AND DUTIES & TASKS 

The position will focus on providing administrative support to the Principal Adviser, UNICEF Ventures across the following key functions:

Events and Conferences

  • Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
  • Arranges times through liaising with participants over availability.
  • Liaises with budget focal points and section over costs and needs.
  • Prepares background materials for participants and uploads cleared materials in the intranet.
  • Prepares and maintains agendas on meeting and events related to the work group commitments.
  • Maintains catalogue of past speaking events and future opportunities, including media clips and other relevant information.
  • Supports events lead on end of year report on events handled by Ventures

Travel 

  • Provides travel assistance to Principal Adviser, UNICEF Ventures, 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 relevant staff member(s) on issues relating to related administrative matters such as visas, security clearance, documentation procedures.
  • 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.

Property management, office equipment

  • Supports management of administrative supplies, office equipment, updating inventory of items.
  • Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.

General Administrative Duties

Maintain hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information

  • Maintain attendance records / act as a leave focal point.
  • Monitor the utilization of all financial input requisitions and report to the supervisor for necessary adjustments (over-utilization, shortage of funds, etc.) Familiarize with programme monitoring related instructions/tools and report to supervisor for significant changes
  • Manages calendar and meeting requests for Principal Adviser, UNICEF Ventures
  • Plans and coordinates specific multi-stakeholder meetings for UNICEF Ventures senior management team (involving team lead)
  • Managed scheduling and follow-up for UNICEF Ventures team meetings

Invoice Processing & Consultant Services 

  • Collecting invoices from Ventures team
  • Filing documents (invoices /etc) for approval from Ventures team
  • Supporting with new processes as defined by Operations to make invoice development and execution more simple.
  • Onboarding of new team members in Ventures team (consultants and other service providers)

QUALIFICATIONS OF SUCCESSFUL CANDIDATE

  • Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization. 
  • A minimum of 5 years of progressively responsible administrative or clerical work experience is required. Previous private sector experience preferred. 
  • Fluency in English and in the local language of the duty station required.
  • Competencies of Successful Candidate

Core Values

  • Commitment
  • Diversity and Inclusion
  • Integrity

Core competencies

  • Communication
  • Working with People
  • Drive for Results

Functional Competencies

  • Analyzing 
  • Learning & Researching 
  • Planning and organizing 
  • Following Instructions and Procedures 

 

To view our competency framework, please click here

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
Apply
  • Organization: UNICEF - United Nations Children’s Fund
  • Location: New York City
  • Grade: GS-5, General Service
  • Occupational Groups:
    • Management, Administration and Finance
  • Closing Date: 2017-04-26

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