Administrative Assistant (GS-5), PFP, UNICEF, New York

Purpose of the Position

Under the Supervision of the Associate Director, the incumbent will provide daily administrative support for the Associate Director, Strategic Partnerships, PFP, and periodic support to the PFP Director; provide budgetary and VISION support to the PFP New York team; schedule appointments and meetings and maintain the Unit's planning calendar; prepare travel and advise the New York team on general administrative matters relating to recruitment, procurement, visas, security etc.; and other duties as outlined in the vacancy announcement/JD.

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

1. Provide daily administrative support to Associate Director and periodic support to PFP Director as needed. Manage the calendars, schedule appointments and meetings and the Section's planning calendar. Other duties:
   • Review and action incoming and outgoing mail and correspondences
   • Organize section and other meetings with external and internal entities, take minutes and follow up on action items
   • Research and prepare briefing documents, draft reports and presentations for meetings and workshops
   • Classify and code material relating to a number of subject matter areas, and maintain the Associate Director's and Section's files
   • Manage and maintain the section's shared drives on the UNICEF network
   • Track and manage the attendance and leave plans for staff and consultants
   • Draft and type correspondence, reports, spreadsheets and presentations
   • Provide administrative and clerical support to the Professional Officers in the unit
   • Maintain all section email, telephone and physical contact lists
   • Manage the travel arrangements and processes for all staff, including preparation of TRs, TAs and the processing of claims, flight and other bookings
2. Provide budgetary and VISION support to the PFP NY team:
   • Operate VISION
   • Maintain and monitor section budget, plans and expenditures; produce budget status reports from VISION; prepare detailed expenditure spreadsheet
   • Advise the supervisor of any anticipated over-expenditure and take necessary steps to avoid these
   • Prepare budget transfer requests
   • Create funds commitments (FC)and update FCs
   • Raise and process purchase requisitions and Purchase Orders
   • Prepare and process direct purchase orders;
   • Follow up with vendors on delivery of supplies and equipment and any queries
   • Review invoices for goods and services rendered by consultant/vendors, processes reimbursements requests for staff
   • Initiate payment requests, ensuring correct budget codes are charged and budget not exceeded;
   • Process goods receipts
   • Ensure adherence to UNICEF's budget, policies
   • Assist the Associate Director in the preparation of biennium support budgets
3. Brief staff and consultants on general administrative matters relating to visas, licenses, security; provide advice and ensure administrative support, as required. Support the recruitment of staff, consultants and TFTs for the section:
   • Coordinate the logistics for testing and interviews
   • Prepare TFTs, Consultant requisition request and provide funding details
   • Prepare consultants and institution contracts
   • Prepare consultant purchase order in VISION
   • Prepares TFT/Consultant seating arrangements computer system access form and provide all necessary support
4. Other Duties as Assigned by Supervisor

Qualifications of Successful Candidate

• Completion of Secondary Education (i.e. High School Diploma) is a minimum requirement.
• University level courses in business administration and budgeting or equivalent specialized training is highly desirable.
• Five years of relevant work experience in the area of administrative services and budget.
• Familiarity with the VISION system and UNICEF rules and procedures is considered is an asset.
• Strong knowledge of personal computers and office equipment (scanners, copiers, calculators, etc.) is required.
• Advanced knowledge of a variety of software applications (MS Word, Excel, PowerPoint, graphics) is highly desirable.
• Knowledge of UN/UNICEF/National Committees structures an asset.
• Fluency in English is required. Knowledge of a second UN language, preferably Spanish or French is an asset.
• 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.
• Ability to draft substantive correspondence
• Proven ability to type
• 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-2012-001791. Applications must be received by Midnight EST on 10 December 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.