Administrative Assistant, GS-5, PPD, NYHQ, #14158

The Public Partnerships Division (PPD) has been established to facilitate and strengthen partnership development with governments, UN agencies, international financial institutions and global programme partnerships. PPD engages in policy advocacy and resource mobilization for children's rights and works to position UNICEF as a trusted partner to governments and other key stakeholders in the implementation of UNICEF's Strategic Plan and the Post-2015 Development Agenda.​​

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, an advocate

The Public Partnerships Division (PPD) has been established to facilitate and strengthen partnership development with governments, UN agencies, international financial institutions and global programme partnerships. PPD engages in policy advocacy and resource mobilization for children's rights and works to position UNICEF as a trusted partner to governments and other key stakeholders in the implementation of UNICEF's Strategic Plan and the Post-2015 Development Agenda.​​

For more information please visit: https://www.unicef.org/publicpartnerships/

How can you make a difference?
By providing general administrative and analytical support to three teams (Africa, MENA (Middle East and North Africa), and Planning) and assist in providing information related to public partners. This will include:

• Preparing, reviewing, checking and dispatching all outgoing correspondence (memos, faxes, letters, reports, etc.,) for the teams. Update and maintain correspondence and data files. Assist the teams in generating grant creation, and in following up on issues related to donor contribution in close collaboration with Contributions Management. Assist in dispatching Financial Statements to the Missions and country offices. Facilitate contact with the permanent missions including securing appointments and following up on agreements of appointed UNICEF Representatives. Maintain an updated list of counterparts in Missions (names, phone numbers and email addresses).
• Helping coordinate the logistics for external and internal events, such as the Annual and Mid-Year PPD Retreats; Annual Results Reports briefings with Member States; UNICEF 101 training of Missions; Global Network Meetings; side events etc.
• Financial and Budget Transaction Management – Act as Budget Focal Point Back-up and/or assume specific identified budgetary functions:
• Enter fund reservations, supply purchase requisitions, purchase orders type ZSSA and ZP etc.
• Receive invoices from vendors/consultants; reconcile invoices with work orders placed as well as with POs and SSAs where applicable; verify services and materials have been received for payment; log and code invoices and obtain signature of certifying and approving officers; enter goods receipts in FLS.
• Process/enter invoices in accounts payable charging the fund reservations or purchase orders/SSAs etc. for further processing and certification/approval.
• Assist the teams in researching and analyzing information for the preparation of background material briefing notes and support revenue data analysis using Vision.
• Make all travel arrangements for the teams and finalize travel claims. Facilitate the onboarding of new staff and support the outgoing staff on administrative actions.
• Assist the teams in following up on internal and external requests and actions.  Identify relevant project files or background correspondence after determining the nature of request/issue.  Develop and maintain a follow-up system for matters requiring teams’ members’ action.
• Act as focal point for office equipment, office supplies, facility/office maintenance, etc.
• Liaise with officers at various levels from HQ divisions to follow-up and retrieve information requested by the supervisor, and set up appointments and coordinate meetings convened by the supervisor.
• Ad hoc tasks as assigned by PPD’s Director and cluster.

To qualify as a champion  for every child you will have…

• Completion of Secondary Education (e.g. High School Diploma) is a minimum requirement.
• Minimum of five years working experience in an administrative capacity with an international organization, government agency or diplomatic mission.
• Knowledge of UNICEF programmes and procedures.
• Post requires initiative, mature judgment, diplomacy, tact and excellent skills in public relations.
• 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 (verbal and written) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is considered 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.