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Senior Administrative Associate

3 months ago

New York, New York, United States UNICEF - United Nations Children's Fund Full time

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.


UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission.

We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

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

For every child, an
advocate


The UNICEF Staff Association is committed to representing UNICEF staff in all aspects of development, management, and fulfilment of UNICEF's work, as an active and equal partner, while promoting the active participation, involvement, and empowerment of staff in a fair, equitable and just manner, and upholding the dignity of staff members, in furtherance of UNICEF's mission for improving the lives of children and women world-wide.

In all its actions, the UNICEF Staff Association shall be guided by UNICEF's Mission Statement, the Guiding Principles for Staff Commitment and Conduct, the Convention on the Rights of the Child, the United Nations Charter, the Standards of Conduct in the International Civil Service, Staff Rules, and Regulations, as well as a true and genuine regard for the role of UNICEF staff in the fulfilment of UNICEF's mission.

The Statement of Purpose is implemented by a democratically elected Staff Association and given that each staff member has the interests of the Organization at heart, this Statement of Purpose is subscribed to by each UNICEF staff member.


How can you make a difference?

Purpose for the job


Under the direct supervision of the GSA Chair, the incumbent undertakes administrative management support services in the Global Staff Association (GSA) Office.

The individual ensures administrative support to the GSA Executive Committee team through proactive assistance, meticulous attention to detail, exceptional organizational skills, and strong people skills.

This position requires a high degree of professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment.

The incumbent ensures the office's administrative operations and services follow the organization's administrative policies, procedures, rules, and regulations.

KEY ACCOUNTABILITIES and DUTIES & TASKS
*Within the delegated authority and under the given organizational set-up, the incumbent may be assigned the primary, shared, or contributory accountabilities for all or part of the following areas of major duties and key end-results.

Administrative/Coordination Functions:

  • Provide administrative support to the GSA Leadership team (GSA Chairperson and two Vice Chairpersons)
  • Ensures the availability of timely, complete, and accurate information and data for preparing GSA work plans.
  • Maintains office calendar and arranges meetings.
  • Coordinate organization and recordkeeping of GSA EC, GJCC and other such meetings
  • Support Follow up on action points of all meetings and helps ensure timely compliance with agreed deadlines.
  • Maintain updated list of GSA EC members, Country Office Staff Association Chairpersons/Vice Chairpersons, Polling Officers, key stakeholders, vendors, consultants etc.
  • Prepares travel requests including travel itineraries. Briefs/debriefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures. Monitors travel certification and report back to the team.
  • Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TORs in VISION, and making necessary logistical arrangements.
  • Keeps supervisor abreast of potential problem areas, prepares reports on administrative matters as required.
  • Supports supervisor and the team and updates staff on administrative policies, procedures rules and regulation. Implements the appropriate application and interpretation of administrative rules, regulations, policies, and procedures. Briefs and assists arriving and departing staff on basic administrative procedures and requirements.
  • Contributes to recommendations on the improvement of internal controls systems considering the prevailing conditions in the locality.
  • Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers, and hosts. Prepares background materials for participants and uploads cleared materials on the SharePoint. Prepares and maintains agendas on meetings and events related to the work group commitments.
  • Manages incoming and outgoing correspondence, emails, and telephone calls.

Budget Monitoring

  • Monitors budgets and financial expenditures of GSA, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
  • Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
  • Prepares and maintains records, documents, and control plans for the budget monitoring.
  • Carries out transactions in VISION pertaining to GSA budget – Prepares purchase requisition, purchase orders, funds commitments/reservations, payment requests and uploading of invoices to My Case
  • Assists in the preparation of GSA budget submissions for the biennium.
  • Assists in the preparation Treasurer reports and management of the GSA accounts in UNFCU.

Operations of delivery of administrative support services are timely and effectively provided, and security arrangements are well established for enhanced safety and security.

  • Assists the GSA in the establishment and maintenance of security arrangements and related administrative services.

Property management of administrative supplies assistance ensures, office equipment, and other properties is effectively maintained

  • Supports management of administrative supplies, office equipment, and updating inventory of items. Serves as exofficio member to the Property Survey Board where applicable. Assists supervisor in Property Survey Board submissions, preparing minutes of meetings. Assists supervisor in executing PSB recommendations approved by the Office.
  • Arranges for the purchase and timely distribution of office supplies and items necessary for the GSA.
  • Monitors and supervises adequate and appropriate use of supplies.
  • Ensures that services and maintenance of premises are in accordance with organizational standards.

All administrative transactions and arrangements of contracts satisfy the requirements as stipulated and follow the applicable policies, procedures, rules, and regulations.

  • Ensures that all administrative transactions and arrangements of contracts follow the applicable policies, procedures, rules, and regulations.
  • Contributes to the reviews of contractual arrangements related to administrative support (i.e., courier, translators, equipment rental, caterers, venue rentals etc.) to ensure that the terms and conditions of all contracts are being adhered to by providers of goods and services. Proposes to supervisor any changes that may be required.
  • Monitors payments against contractual obligations.

GSA SharePoint Page Creation and Update, ECM Maintenance

GSA SharePoint Maintenance:

  • Ensure effective update and maintenance of the GSA SharePoint Site to accurately inform staff of upcoming initiatives.
  • Assist in publishing ebulletins, newsletters, inmemoriam etc.
  • Assist in the ongoing maintenance, development, and improvement of the intranet page, including liaising with topicspecific stakeholders and conducting independent research and information management.
  • Upload working documents/reports relative to GSA, including but not limited to Polling, AGM, Executive Board, Workplan, Constitution and Audit
  • Regularly update content to reflect the latest information and resources.
  • Monitor and maintain the site to ensure it remains userfriendly and up to date.

ECM Content Management:

  • Upload and organize documents, forms, and other important files. Create and update informational content such as announcements, news, articles, and policy updates.
  • Upload Executive Committee meeting, GJCC, and other such meetings in the ECM site in a timely manner.
  • Perform regular maintenance of the GSA Shared Document folder to ensure that shared documents are still relevant and if not proceed to archive and replace.

Partnership, coordination, and collaboration

  • Support effective working relations with country office staff associations, regional staff associations, UN agencies, UN unions, on issues relating to administrative matters through information exchange, collaboration, and harmonization. Liaise with other UNICEF offices to finalize the logistics for the GSA Annual General Meeting.

Research Support

  • Support the GSA in researching, compiling, and analyzing qualitative and quantitative data and information from a variety of sources on subject matters relevant to the work of the GSA as well as preparation of reports, working papers, presentations, tables, lists and charts etc.
  • Assist in identifying and monitoring substantive aspects of staff activities in the regions/countries/offices.
  • Compile information from various sources, assists in data collation.

Performs any other duties and responsibilities assigned as required.

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

Minimum requirements:
-
Education: Completion of Secondary School is required.
-

Work Experience:

At least seven (7) years of relevant professional work experience with both national and international work experience in office management, administration, budget, and website management experience.- *A bachelor's degree from a recognized academic institution in a field relevant to the position may replace three years of related work experience. A master's degree may replace an additional two years.

-
Skills*:*
  • Ability to plan and coordinate a variety of highlevel national and international meetings, draft minutes, and reports, carry out research and analysis functions.
-

Language Requirements: Fluency in English is required.

Desirables:

  • University level courses in administration, finance, or any other related field of discipline relevant to the job is an asset.
  • Developing country work experience and/or familiarity with emergency.
  • Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is an asset.


UNICEF's Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it.


Get acquainted with Our Values Charter:
[UNICEF Values] "")

The UNICEF competencies required for this post are...

  • Demonstrates Self Awareness and Ethical Awareness (1)
  • Works Collaboratively with others (1)
  • Builds and Maintains Partnerships (1)
  • Innovates and Embraces Change (1)
  • Thinks and Acts Strategically (1)
  • Drive to achieve impactful results (1)
  • Manages ambiguity and complexity (1)
Familiarize yourself with [our competency framework]) and its different levels.


UNICEF is here to serve the world's most disadvantaged children and our global workforce must reflect the diversity of those children.

[The UNICEF family is committed to include everyone]), irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a [wide range of measures to include a more diverse workforce]), such as paid parental leave, time off for breastfeeding purposes, and [reasonable accommodation for persons with disabilities]). UNICEF strongly encourages the use of flexible working arrangements.

UNICEF does not hire candidates who are married to children (persons under 18).

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 is committed to promoting the protection and safeguarding of all children.

All selected candidates will undergo rigorous reference and background checks and will be expected to adhere to these standards and principles.

Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

UNICEF appointments are subject to medical clearance.

Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF.

Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid).

Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN.

Otherwise, the selection will be canceled.

Remarks:


As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.


Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF.

UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.


UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training).

UNICEF will not ask for applicants' bank account information.


UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for positions at the national officer and general service category.


All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process.

An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found [here]).