Organization: UN Children's Fund - United States Fund
Location:New York,United States of America
Theme: Other
Job years of experience: 3-5 years
Job type: Job
Purpose of the Position
Under direct supervision, the incumbent provides administrative support to Social Norms & Protection of Children from Violence and staff of the Cluster. The incumbent also provides administrative and logistical support for meetings convened by the cluster.
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
Makes travel arrangements including preparation of TA's, processing of Visas, health and security clearances and other related work for travel of professional staff supported and for the travel of consultants or visitors as necessary. Keeps accurate and orderly files pertaining to all travel of the supported staff. End Result(s): Orderly and timely travel arrangements and logistics enhance the efficiency and effectiveness of missions. Ensuring proper funding, documentation and processing of documents allows for efficient and accurate trip documentation and proper usage of resources
Assists in the formatting and editing of documents for review by supported staff and external destinations. Prepares a wide variety of documents from drafts, printed texts, and assists with PowerPoint presentations for assisted staff. Includes timely and organized processing of contracts, budget monitoring, reporting and updating and liaising with the Programme Support Unit (PSU). Receives and screens correspondence, and attaches necessary background information. Keeps up-to-date Child Protection contact list sharing with colleagues on a monthly basis. End Result(s): Timely support to the cluster and section supports efficient collation and sharing of outputs concerning programme and policy activities in child protection.
Maintains office records and reference files on various subjects, including maintaining complete files of travel documents for staff members & clusters supported. End Result(s): Facilitates the general "hub" of information for the section that can be accessed at any time.
Among other Programme Assistants in the Section, serves as Back-up function for Travel plan. Also back-up person to determine supply inventory/needs for ordering & back-up for attendance. IT focal point of the Section-i.e. eSAF requests, computer equipment inventory,etc. Ensures availability of required equipment. End Result(s): Smooth workflow for the section, enhanced teamwork and opportunities for cross-cluster learning. Timely support for the section and cluster enhances efficiency and effectiveness.
Assists with all necessary tasks for supported staff,including various meetings/events being held in-house and at outside venues. Receives visitors. End Result(s): Smooth workflow allows for more productive meetings, trainings and workshops, indirectly enhancing UNICEF partnerships.
Gathers necessary information for reports. Responds to routine requests for information. Handles mailings to the field. Performs other duties, as required for the cluster or section.
End Result(s): Improves communication between section, regional and country offices.
Qualifications of Successful Candidate
- Completion of Secondary Education (e.g. High School Diploma) is a minimum requirement. Additional progressive formal training, self-learning in functional area(s) and/or completion of relevant university credit courses is considered an asset.
- Four (4) years of relevant work experience. Knowledge of UN/UNICEF'S rules, regulations and procedures 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).
- 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 is required. Knowledge of an additional UN Language (Arabic, French, Spanish, Russian, Chinese) is considered an asset.
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.
Job ID: #591589
Closing date: 08 Aug 2013
How to apply:
http://reliefweb.int/job/591589/administrative-assistant-gs-4-pd-new-york