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, Research
Organizational Context and Purpose for the job:
The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programmes, in research, in advocacy and in operations. A focus on equity, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action.
UNICEF Innocenti – Global Office of Research and Foresight was created in September 2022 from the merger of two former UNICEF offices: the Office of Research-Innocenti, and the Office of Global Insight and Policy. The merger brings together the organization’s leading research and foresight expertise to establish a single unified office that will expand UNICEF’s knowledge base and its capability to act on the basis of evidence. UNICEF views research and foresight as complementary functions that can deepen the organization’s understanding of complexity in the present, and our planning for the future of children.
This position is within the Strategy, Planning and Convening (SPACE) Unit of UNICEF Innocenti. The office’s mission is to facilitate the role of research and foresight as fundamental pillars of the evidence base that helps drive change for children. In support of its evidence generation, UNICEF Innocenti also convenes expertise to discuss contemporary and next generation issues for children and young people and develop evidence and policy agendas. UNICEF Innocenti’s approach has the objective of equipping and supporting leaders and decision-makers to take evidenced-based advocacy and programming to the next level, and look beyond the current challenges to the future they want to shape – together with children and young people
SPACE convenes a diverse range of in-person and digital engagement such as conferences, seminars, workshops, and webinars. A major component of this strand will include convening the annual Leading Minds for Children and Young People conference, as well other key gatherings at UNICEF Innocenti’s premises in Florence.
SPACE works closely with other teams within UNICEF Innocenti as well as other divisions, offices and external partners in building a strong and world class convening function and center for UNICEF. The Unit is responsible for strategic convening and major events organized at or by the Office of Research Innocenti. Thematic events will continue to be organized by the relevant Sections with advise from the SPACE team
The position will report to the Chief, SPACE, UNICEF Innocenti – Global Office of Research and Foresight.
Job organizational context:
In a rapidly changing world, research and foresight are more vital than ever to answer increasingly complex questions and challenges for children and young people. But it is also true that these findings and their associated recommendations will only be fully translate into action if they engage a diverse range of stakeholders who can act upon them. It is therefore vital for UNICEF Innocenti to not only undertake, commission and review quality research but also to convene internal and external stakeholders around their findings and implications.
Purpose for the job:
Under the supervision and guidance of the Supervisor, the Programme Associate is responsible for executing a broad variety of tasks related to the convening function and for the SPACE team. This requires thorough knowledge of UNICEF administrative and finance procedures, processes and policies, as well as skills in conference organization.
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 functions, accountabilities and related duties/tasks:
Convening Support and Logistics
• Supports capacity development activities, conferences and convening by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• Arranges times and logistics through liaising with participants over availability.
• Liaises with budget focal points and section over costs and needs.
• Supports preparation of materials for participants and uploads cleared materials in the intranet.
• Prepares and maintains agendas on meeting and events related to the work group commitments.
• Assists in preparation of the meeting framework, providing input on logistics, format and content of conferences and meetings.
• Maintains a roster of facilitators, experts, partners and sponsors of convenings.
Convening Methods and Capacity Building:
• Researches, analyses, verifies and synthesizes information on best practices and lessons learnt to support knowledge management and capacity building on both in-person and digital convening.
• Supports capacity development activities on convening related to performance monitoring, programme development, and related internal UNICEF systems/tools by supporting preparation of training materials and participating on exercises pertaining to program processes and procedures that aim to build capacity of stakeholders.
Contracting:
• Provide support for SPACE’s procurement for convening of institutional/corporate and individual consultant services (Terms of Reference, solicitation documents, and support to selection processes and Notes for the Record) – including coordination for clearances with Ops team when applicable and submissions to the OoR Contracts Review Committee if needed.
• Support contract management for convening, raising Purchase Orders in Vision, including uploading of relevant documentation (payments, evaluation and closures).
• Support to SPACE’s convening related consultants and fellows, providing general information about team/office work arrangements, IT tools (shared and public drives/OneDrive/Vision), etc.
• Coordinate with IT/Operations Section for supplies/equipment/software/setup of UNICEF account for the section as necessary.
Budget Monitoring:
• Coordinate with IT/Operations Section for supplies/equipment/software/setup of UNICEF account for the convening function of the section as necessary.
• Maintain and monitor the SPACE convening budget implementation, keeping track of expenditures, fund reservations and grants expiry.
• Provide periodic updates to Section/Unit Chief and flag any risks or actions for decision/follow up. Process information on convening budget allocations and commitments/payments.
Travel:
• Assist convening staff/consultants and conference participants on all aspects related to travel. Monitor/update section and individual projects travel plans and budgets. Arrange travel according to the organization’s travel policy, liaise with travel agent to obtain best value for money.
• Raise travel requests in VISION and aid with visa/medical/vaccine/security requirements. Post travel, follow-up and process travel certification/expense claim and file travel reports for trips to be closed in the system.
General Administrative Support:
• Provide general administrative, programme and logistical support to SPACE activities ensuring compliance with UNICEF rules & regulations and established office procedures, prioritizing and carrying out administrative tasks independently. Keep regular communication with Supervisor and team members for updates and follow up on pending issues. Provide relevant information on applicable policies/procedures to support decision making, keeping abreast on updates.
• Liaise with internal/external partners and the field and manage queries/refer to appropriate individuals as required. Act as VISION focal point for the unit regarding convening travel, contracts or attendance records. Create and maintain project files.
Liaise with Communications/Publications Section on the production of the section’s publications (writing, editing, translating, layout, printing and/or distribution).
• Draft and coordinate convening correspondence in English and prepare a variety of materials related to section’s work using Office software.
Recruitment Qualifications:
Education:
Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.
Experience:
A minimum of 6 years of relevant administrative services or conference convening work experience is required.
i. IT Skills – 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.
ii. Office Management Skills – Six years of office support work experience, including, organizing and supervising the whole range of office support and administrative activities. Ability to work with minimum of supervision. Ability to extract and format data and to solve operational problems. Ability to organize own and others work, set priorities and meet deadlines. Ability to organize meetings and events. Ability to handle work quickly and accurately under time constraints
iii. Interpersonal skills – Ability to listen, communicate with diplomacy, and relate to others as well problem-solving abilities, empathy for others and supportive team player
iv. Organizational skills – experience and acumen in conference and workshop organization and administration.
Language Requirements: Fluency in English (verbal and written) is required. Given the imperative to liaise with local vendors to support the convening function, fluency in Italian is required.
For every Child, you demonstrate…
UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values
UNICEF competencies required for this post are…
(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.
During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.
UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.
We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.
UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.
Remarks:
UNICEF appointments are subject to medical clearance. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.
Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
Advertised: 08 Jun 2023 W. Europe Daylight Time
Deadline: 25 Jun 2023 W. Europe Daylight Time
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