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Programme Assistant, G-6, PD/Social Inclusion & Policy, NYHQ, #2781

New York City

  • Organization: UNICEF - United Nations Children’s Fund
  • Location: New York City
  • Grade: Administrative support - GS-6, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Political Affairs
    • Social Affairs
    • Legal - Broad
    • Administrative support
    • Women's Empowerment and Gender Mainstreaming
    • Project and Programme Management
  • Closing Date: Closed

The Programme Assistant is responsible for executing a broad variety of standardized tasks for the Social Inclusion and Policy(SIP) Section, 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.

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, a future

The Social lnclusion and Policy Section (SIP) with the Programme Division (PD), provides global leadership for UNICEF's work on child poverty, social protection, better public finance for children and local governance. The section also has coordination and reporting responsibilities for the 2014-17 Strategic Plan Social Inclusion outcome overall, which includes additional issues related to human rights, non-discrimination and aspects of social inclusion in humanitarian contexts, which are led by other PD Sections. The technical areas covered by the section are well established but relatively newer areas of UNICEF's work at country level, and ones where considerable innovation continues to take place. 

For more information on the Social Inclusion and Policy section, visit:

https://www.unicef.org/socialpolicy/index_socialprotection.html

How can you make a difference?

The Programme Assistant is responsible for executing a broad variety of standardized tasks for the Social Inclusion and Policy Section, 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.

This involves:

1.  Budget Monitoring

Provides support on budget revision/ preparation, implementation status, determination position of funding utilization, operational and financial closure.  Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations.

2.  Invoice Processing

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.

3.  Contract Management

Guide managers in the process of PCAs/SSAs in line with the policies and guidance issued by FRG.  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.

4. Support in Knowledge Management and Capacity Building

Acts as focal point between Programme Support Unit (PSU) and the section.  Researches, analyses, verifies and synthesizes information on best practices and lessons learnt to support knowledge development and capacity building.  Provides support in capacity development activities related to performance monitoring, programme development, and related internal UNICEF systems/tools. 

5. Provide back up support on travel and meeting management

Provide back up for section Executive Assistant for support on travel arrangements  and meeting management. This includes 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. For meetings taks include ogistical 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.

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 six (6) years of relevant experience in providing progressively responsible administrative support services is required.
  • Advanced computer literacy and the ability to effectively use standard office software tools (MS Office, Enterprise database) and other office technology to create documentation, exchange and archive e-mail and maintain electronic filing systems.
  • Six years of office support work experience, including organizing, supervising the whole range of office support and administrative activities.  Ability to work with minimum supervision.
  • Working knowledge of UNICEF systems, policies and procedures is considered an asset.
  • Strong writing, interpersonal and communications skills. 
  • Experience in budget management, which includes preparation and maintenance of records, documents and controls plans for the monitoring of project/ programme implementation is highly desirable.
  • Passing the GGST Exam (Global General Service Test).
  • Non-US candidates must be in possession of a US G4 visa or be a US permanent resident/citizen.
  • Fluency in English (written and verbal) 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.

This position is classified as “rotational” which means the incumbent is expected to rotate to another duty station upon completion of their tour of duty,

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

 

This vacancy is now closed.
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