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Administrative Assistant, GS-5, Public Partnerships Division, New York, USA, #8021

New York City (United States of America)

The incumbent of this post will provide general administrative support to the Europe Team, Public Partnerships Division (PPD) and provide information related to public partners.

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, an advocate

The incumbent of this post will provide general administrative support to the Europe Team, Public Partnerships Division (PPD) and provide information related to public partners.

How can you make a difference?

1. Administrative Support

  • Provide general administrative support to the Europe Team, including; scheduling appointments and coordinating partner meetings convened by the team. This includes research, assembly and distribution of pertinent documents, and arranging conference facilities. Compiles data and information on subject matters relevant to the work of the section to facilitate preparation of reports, working papers, and presentations. 
  • Research and extract statistical and other funding data (reports and financial updates) from VISION, Prepare, review, check and dispatch all outgoing correspondence for the team; Assist in the distribution of emergency appeals and other information to public partners; Prepare letters for signature by the Deputy Executive Director(s).
  • Research and understand partner countries/regions in order to prepare correspondence, based on knowledge of the team's work; Assist in responding to funding queries from field offices and public partners served by the team.

2. Partner-funded programme/projects support

  • Assist in the review of files (hard copy and electronic ones using SharePoint) related to partner-funded programmes/projects as appropriate, regarding the final progress/utilization reports and financial statements. 
  • Complete other tasks as assignment by Supervisor or other colleagues in the team.
  • Archive files identified for transfer to Warehouse.

3. Travel and budget assistance support

  • Make all travel arrangements for team and finalize travel claims, verify and process goods receipts on PO and contracts in accordance with established guidelines. Raise funds commitment, purchase requisitions and provide back-up support for specific budget areas. Ensure list of approving and certifying officers is up-to-date for team.
  • Liaise continuously with other divisions and offices within the organization on all budget and administrative matters to ensure compliance with UNICEF Financial Rules, Regulations, Policies, Procedures and Practices as relates to cluster needs and with consultation with Senior Administrative Assistant.

4. File Management - Record and information 

  • Identify relevant project files, or background correspondence after determining nature of request/issue. Develop and maintain a follow-up system for matters requiring team's action and to remind team of deadlines. Assist submitting Consolidated Emergency Reports and other reports as required to partners.
  • Liaise with officers at various levels from HQ divisions to follow-up and retrieve information requested by the team.
  • Establish and maintain correspondence and data files for the Funding Team.  Responsible for all filing of general files, funded files and approach files. 

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

  • Completion of Secondary Education (e.g. High School Diploma) is a minimum requirement.
  • A minimum of five (5) years of work experience in provision of administrative support services is required. 
  • Advanced knowledge in the Microsoft Suite of Products (including MS Word, MS Excel & MS PowerPoint), and use of Internet and Intranet is required. 
  • Prior experience working in the UN System or other international development organization is desirable.
  • 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…

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

The technical competencies required for this post are:

  • Communicates effectively in writing and speaking.
  • Able to work effectively in a multi-cultural environment.
  • Sets high levels of quality and productivity for self.
  • Analyzes and integrates verbal, numerical and other types of data.
  • Rapidly learns new tasks relevant to own job and quickly commits information to memory.
  • Sets self clearly defined tasks in line objectives set by the line manager. 
  • Follows spoken and written instructions without unnecessarily challenging others' authority.

To view our competency framework, please click here

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.

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

 

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.
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  • Organization: UNICEF - United Nations Children’s Fund
  • Location: New York City (United States of America)
  • Grade: GS-5, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • External Relations, Partnerships and Resource mobilization
    • Administrative support
    • Public, Private Partnership
  • Closing Date: 2018-07-21

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