Purpose of the Position
To provide administrative support to the Immunization Systems Strengthening Group, within the Immunization Unit, The GAVI-UNICEF-WHO Business Plan implementation and ensure efficient support to the management of Group .
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
- Knowledge Management Strategically maintains and updates office records and reference files relevant to the work of the Group and its members
- Filing and retrieval of information (hard and electronic). Selects required information, sets up spread sheets, database files, graphs, charts and tables ensuring appropriateness of presentation, format and accuracy of data for use by others in preparing reports, correspondence, technical papers, projects and/or programme plans and general reference documents. End Result(s): Files, graphs, charts and tables are formatted to a high quality of standard. Organized system for retrieving information. Unit's documentation organized effectively. Requested Information available for supervisor /team members in a timely manner.
- Contract Agreement / Travel Coordination Support HR process for the Group / arrangement of staff and consultant travel for Immunization Systems Strengthening Group
- Assists in preparation of documentation to issue contracts for consultants, interns, volunteers and new staff. Ensures consultants and new staff have access to office space, computers and telephone. Facilitates paperwork for issuance of UN ID card to access UNICEF offices.
- Facilitates travel (assembles information pertaining to the purpose of travel, make reservations, prepares travel requests, visa processing, medical & security clearances, hotel reservations, travel claims and other relevant processes). End Result(s): Documentation for staff and non-staff contracts is accurate and processed in timely and efficient manner. Individuals new to the Group are provided with the necessary logistical support to ensure smooth on-boarding. Travel arrangements of staff are done in a timely and efficient manner.
- Meeting Coordination Support organization of meetings
- Arranges and provides logistical and administrative support for meetings, including telephone/video conferences and face-to-face meetings and preparation of minutes. Maintains the travel- and events/meeting calendar of supervisor;. End Result(s): Smooth coordination of logistics related to appointments, travel, conferences and meetings.
- Budget Monitoring
Maintain expenditure reports of funds assigned to the Group- Regular update and maintain expenditure reports for the Immunization System Strengthening Group, in consultation with supervisor and team members. End Result(s): Expenditure reports are accurately maintained.
- Communication Facilitates correspondence with external/internal parties
- Follows up on behalf of supervisor on actions taken by other team members. Takes independent and substantive action and processes materials received to relevant individuals in the team.
- Receives visitors and answers telephone and directs callers to appropriate staff. Responds to queries and provides factual information. Arranges appointments for supervisor. Maintains travel plans and calendar of events for Health Systems and Strategic Planning group. End Result(s): Facilitate smooth running of the Unit and effective processing of information and data. Clear and accurate internal and external communication channels are established and maintained. Coordination of information is seamless and timely
- Performs other duties, as required.
Qualifications of Successful Candidate
- Completion of secondary education (i.e. High School Diploma) is a minimum requirement.
- Four years of relevant work experience in the area of administrative services. Experience of programme activities in an international organization, preferably including budget management and knowledge management is an asset.
- Fluency in English language, both written spoken.
- Intermediate knowledge in the Microsoft Suite of Products (including MS Word, MS Excel & MS PowerPoint) is required. Basic knowledge of SAP is highly desirable.
- 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.
Remarks
This is a project funded post with funds available 31 December 2014.
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-2013-000024. Applications must be received by Midnight EST on 21 January 2013.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.
