Purpose of the Position
Under direct supervision of the Chief, Youth & Adolescent Development, provides administrative support in aspects related to budget, document support and research, travel, meetings, website maintenance, and other ad hoc tasks, ensuring efficient and smooth running of the Adolescent Development & Participation Section (ADAP).
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 and budget management Monitors the Section's Budget, prepares all payments, requests funds commitment for the Section assigning proper budget codes to them; monitors payment schedules and obtains required documentation for each contract. 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. Liaises closely with the Programme Support Unit (PSU) on all documentation. Supports monitoring of PBAs, FCs, expenditure levels, donor reports, and maintains monthly spread sheet for section.
End Result(s): Timely and orderly preparation, follow-up and conclusion of all contracts and orderly oversight of budget. - Document and Research Assistance Supports ADAP team in the creation of PowerPoint slides. Assists with producing 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 high quality standard to add to the overall success of the document. Professional presentations reflect well on the section and organization.
- 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 ADAP team. End Result(s): Timely and orderly arrangement of travel for staff, consultants and visitors.
- Website maintenance Maintains the internal and external ADAP websites. This includes maintenance and updating of files and uploading documents based on requests from the section. Serves as focal point for maintaining and updating the section's organogram, mail list and email lists for regions and HQ. Ensures these documents are up-to-date on the ADAP website. End Result(s): Supports the knowledge management duties of the section both within and outside the organisation and ensures effective email and website communication with the regional and country offices.
- Meetings and Conferences Arranges logistics for meetings, conferences and webinars, including any required equipment or catering. Responds to routine requests for information and receives visitors, ensuring they have appropriate grounds passes. Assists with all necessary tasks while supporting the ADAP 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 administrative duties as required. End Result(s): Smooth workflow on section level.
Qualifications of Successful Candidate
- Completion of secondary education (i.e. High School Diploma) is a minimum requirement.
- Additional progressive formal training, and/or self-learning in functional area(s), and/or completion of relevant university credit courses is an asset.
- Four years of relevant work experience in the area of administrative services.
- 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.
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-2013-000018. Applications must be received by Midnight EST on 21 Janaury 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.
