Administrative Assistant, GS-4, Health Section, Programme Division, NYHQ, #53199

Improving the health of the world's children is a core UNICEF objective. The Administrative Assistant will support the Health Section (Immunization), in the Programme Division, UNICEF with a range of administrative and operational day-to-day work, ensuring compliance to established procedures and timely and effective delivery of tasks that contributes to the overall goals of the Section which in turn enhances UNICEF's capacity in achieving results for children.

UNICEF works in 190 countries and territories to protect the rights of every child. UNICEF has spent 70 years working to improve the lives of children and their families. Defending children's rights throughout their lives requires a global presence, aiming to produce results and understand their effects. UNICEF believes all children have a right to survive, thrive and fulfill their potential – to the benefit of a better world.

For every child…, good health!

Improving the health of the world's children is a core UNICEF objective. We have made significant progress in immunization, improving child health with community-based treatments diarrhea, pneumonia and malaria, improving access to quality care for newborns and pregnant women, child health in emergency settings, and strengthening health systems to better serve the needs of women and children. UNICEF has an extensive global health presence, and strong partnerships with governments and non-governmental organizations at national and community levels. On a daily basis we work to bring practical solutions to the women and children at greatest risk. To learn more about our work please visit https://www.unicef.org/health/index_4020.html

How can you make a difference?

You will support the Health Section (Immunization), in the Programme Division with a range of administrative and operational day-to-day work, ensuring compliance to established procedures and timely and effective delivery of tasks that contributes to the overall goals of the Section which in turn enhances UNICEF's capacity in achieving results for children.

Some key tasks are as follows:

1.  Knowledge Management

Maintain and update office records and reference files relevant to the work of team members. Retrieve required information in required formats ensuring accuracy of data for use in preparing reports, correspondence, technical papers, projects and/or programme plans and general reference documents.

2.  Contract Management

Support in administration of staff and non-staff contracts for the Unit including extensions. Assists in preparing relevant background documentation in relation to initiating contracts for consultants, interns, volunteers and new staff. Facilitates the on-boarding of consultants and new staff members, including for issuance of UN ID card and planning for office space, computers and telephone.

3.  Travel Management

Support travel arrangements of staff and consultants including arranging information pertaining to the purpose of travel, making reservations, processing travel entitlements/claims, processing visa requests, medical & security clearances, hotel reservations and related tasks.

4.  Invoice Processing and Budget Monitoring

Responsible for collecting invoices and filing documents for approval, and thereafter processing in VISION for payments. Perform related admin procedures including verifying and uploading files, responding to clients on transaction status, monitoring expenditures and updating expenditure reports.

5. Meeting Management

Arrange and provide logistical and administrative support for meetings, including telephone/video conferences and face-to-face meetings and drafting minutes and follow-up on meeting action points to report to supervisor. Maintain an updated calendar for supervisor and other team members. Receive visitors and answer telephone queries.

6.  Perform other administrative duties as and when required.

To qualify as a Champion for every Child you will have…

• Completion of secondary education is required.
• A minimum of 4 (four) years of relevant experience in providing progressively responsible administrative support services is required.
• Working knowledge of UNICEF systems, policies and procedures is considered an asset.
• Strong writing, interpersonal and communications skills. 
• Passing the GGST Exam (Global General Service Test) or UN ASAT in English is required.
• Non-US candidates must be in possession of a US G4 visa or be a US permanent resident/citizen.
• 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…

Our core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified candidates from all backgrounds to apply.