Purpose of the Position
Under direct supervision, with review of work upon completion, provides administrative assistance to one or more staff members especially as regards to assignments related to child protection in emergencies and assorted section-wide support functions as detailed below.
MINIMUM ELIGIBILITY REQUIREMENTS: - MUST PASS THE UN ASAT (Administrative Support Assessment Test) in ENGLISH (PLEASE MENTION IN YOUR COVER LETTER WHETHER YOU PASSED THIS EXAM) - NON-US CANDIDATES MUST BE IN POSSESSION OF A US G4 VISA OR BE A US PERMANENT RESIDENT
Key Expected Results
- Contracts Helps to assemble and follow-up paperwork for contracts of FTs, TAs, JPOs, individual and institutional SSAs, Interns and Volunteers generated by CPiE team, as well as PCAs with partner organisations. Liaises closely with the Programme Support Unit (PSU) on all documentation. Ensures original contracts sent and received back signed and. proper and timely invoices are submitted. Arranges for submission of bank details to Cashier's Office. Arranges for Index and Vendor numbers. Maintains timely and orderly files on all contracts, including a monthly spread sheet indicating the status of each contract. End Result(s): Timely and orderly preparation, follow-up and conclusion of all contracts.
- Budget management Provides support with monitoring of PBAs, FCs, expenditure levels for CPiE team and donor reports, and maintains monthly spread sheet. Provides budget assistance in FLS and back-up attendance and leave maintenance in HRIS. End Result(s): Timely and orderly oversight of funds/budget management and donor reporting requirements. Accurate funds/budget and leave management.
- Travel Makes travel arrangements including preparation of travel authorizations, processing of visas, health and security clearances, extension of LPs, and other related work to support travel of professional staff and consultants or visitors as necessary. Keeps accurate and orderly files pertaining to all travel of the supported staff. Compiles travel plan for CPiE team on a quarterly basis. End Result(s): Timely and orderly arrangement of travel for staff, consultants and visitors.
- Meetings and Conferences Arranges conference rooms for meetings, as well as any required equipment or catering. Responds to routine requests for information and receives visitors, ensuring they have appropriate groundspasses. Assists with all necessary tasks while supporting CPiE team with various meetings being held in-house and at outside venues, including arrangement of tele/video-conference services. End Result(s): Timely and orderly arrangement of logistics and reception of visitors for meetings.
- Ad hoc tasks Performs other duties as required, including back-up support to various clusters when other programme assistants are out of the office If the need arises, act as back up focal point for computer, attendance, supply or travel plan. End Result(s): Smooth workflow on section level, providing opportunities for cross-cluster learning and deepening exposure to CPS as a whole.
Qualifications of Successful Candidate
- Completion of secondary education; additional progressive formal training, and/or self-learning in functional area(s) essential, completion of relevant university credit courses an asset.
- Four years of relevant work experience. Working knowledge of UNICEF procedures desirable
- Intermediate knowledge in the Microsoft Suite of Products (including MS Word, MS Excel & MS PowerPoint) is required. Basic knowledge of SAP is highly desirable
- Fluency in English both written and spoken
- Must pass the UN ASAT (Administrative Support Assessment Test) in English (please mention in your cover letter whether you passed this exam)
Competencies of Successful Candidate
- Communicates effectively.
- 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.
How to apply:
If you want a challenging career while improving the lives of children around the world UNICEF, the leading children's rights organization, would like to hear from you. Visit us at www.unicef.org/about/employ to register in our new e-Recruitment system and apply to this vacancy,quoting E-VN-2012-001762. Applications must be received by Midnight EST on 26 November 2012.IN ORDER TO MEET THE MINIMUM ELIGIBILITY REQUIREMENTS FOR THIS PARTICULAR POST, A CANDIDATE MUST: - PASS THE UN ASAT (Administrative Support Assessment Test) in ENGLISH (PLEASE MENTION IN YOUR APPLICATION COVER LETTER WHETHER YOU PASSED THIS EXAM) - BE IN POSSESSION OF A US G-4 VISA (FOR NON US RESIDENTS) OR BE A US CITIZEN/PERMANENT RESIDENT IMPORTANT: As part of your applicant online profile on UNICEF's e-Recruitment site, please make sure your select “Release Profile” under Candidate Profile/Overview & Release. Please note that only candidates who are under serious consideration will be contacted. In the selection of its staff, UNICEF is committed to gender balance and diversity without distinction as to race, sex or religion, and without discrimination of persons with disabilities. Well qualified candidates are strongly encouraged to apply.
