Temporary Appointment, Administrative Associate, GS6, Office of Internal Audit and Investigation, New York Headquarters, #130311

The Administrative Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective sections requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

Visit our website to learn more about what we do at UNICEF.

For every child, a future

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does – in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life – in its social, political, economic, civic and cultural dimensions – her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens – addressing inequity – not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations. This position is based in UNICEF New York, Office of Internal Audit and Investigations – OIAI.  

This position is based in UNICEF New York, Office of Internal Audit and Investigations – OIAI.  

How can you make a difference?

Under the supervision and guidance of the Senior Operations Associate, the Administrative Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective sections requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

COMMUNICATIONS SUPPORT:

• On behalf of Director, manage incoming and outgoing correspondence, e-mails and telephone calls and ensure critical communications are brought to the Directors attention in a timely manner.
• When appropriate, prepare draft responses to communications to the Director or respond on his or her behalf.
• Communicate sensitive information to higher level managers.
• Provide routine information pertaining to the work of the division/office.
• Coordinate and ensure adequate responses to sensitive inquiries.
• Follow up on established deadlines and ensuring timely submissions by staff of reports, correspondence and other documents.
• Provide inputs and coordination of communications to OIAI staff on behalf of the Director.

ADMINISTRATIVE SUPPORT:

• Maintain the Director’s calendar and arrange meetings as required with both internal and external parties.
• Organize official travel arrangements on behalf of the Director.
• Prepare briefing materials for all official trips and meetings to ensure the Director is adequately briefed and prepared.
• Prepare documentation for the Director’s signature reviewing for style, factual and grammatical accuracy.

OPERATIONS SUPPORT:

• Supports capacity development and other office-wide activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• Maintains and updates a system which monitors the absence of staff.
• Supports management of administrative supplies, office equipment, and updating the inventory of items.

BUDGET MONITORING SUPPORT:

• Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
• Provides support by collecting invoices and filing documents for approval and thereafter processing in SAP.
• Uploads electronic files and verifies results to destination system.

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

• Education:
  –Completion of secondary education (High School) is required, preferably supplemented by technical or university courses related to Human Resources (HR), Supply Chain, Business Administration, Contract/Commercial Law, and/or another relevant technical field.
• Work Experience:
  –A minimum of five (6) years of relevant administrative experience is required.
  -Knowledge of other transactional areas related to finance. Familiarity with TeamMate+ Audit Tool is considered highly desirable.
• Skills:
  -Knowledge of the relevant policies, rules and regulations, is considered an asset.
  -Experience using MS Word, Excel, PowerPoint and other UNICEF office tools, is required.
  -Ability to develop and maintain effective working relationships with clients, vendors and colleagues and gain the assistance and cooperation of others in a team endeavor, is required.
  -Ability to establish priorities and plan his/her own work and plan, coordinate and monitor the work of those under his/her supervision, is required.
• Language Requirements:
  –Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is an asset.
• Residency Requirements:
  -Must be a US Citizen or US Permanent Resident.

For every Child, you demonstrate…

UNICEF’s Core Values:  Care, Respect, Integrity, Trust and Accountability; Our Core Competencies are Communication (II), Working with people (II) and Drive for Results (II). Functional Competencies: Analyzing (II), Learning and Researching (II), Planning and organizing (II) and Following Instructions and Procedures (II)

View our competency framework at

http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

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.

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 also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

Remarks:

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

Additional information about working for UNICEF can be found here.