Organization:Youth & Adolescent Development,
Location: New York
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
1. 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 country offices, regional offices 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
2. Document and Research Assistance Supports ADAP team in the creation of PowerPoint slides. Assists with producing files, graphs, charts and tables. Ensures 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.
3. Contracts and budget management Monitors the Section's Budget through monthly updates, 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 and 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
4. 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.
5. 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
6. Ad hoc tasks Performs other administrative duties and undertakes substantive projects 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 or First University Drgree is an asset.
- - Four years of relevant work experience in the area of administrative services.
- - Fluency in English language, both written spoken. Knowledge of an additional UN Language (Arabic, French, Spanish, Russian, Chinese) is considered an asset.
- - 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.
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.
http://unjobs.org/vacancies/1372410250059