UNICEF 633 3rd Avenue New York, NY (212) 497-0193
Purpose of the Position
To provide administrative support to the Senior Communication Manager and C4D team. The post will ensure the smooth running of the polio team in the Health Section.
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. Provide administrative support to the Senior Communication Manager and C4D team. Arrange appointments and maintain the Senior Communication Manager's calendar, receive visitors, place and screen telephone calls and answer queries with discretion. Arrange video and/or conference calls. Prioritize incoming calls/mail and forward those needing immediate action to the appropriate officers as well as forwarding those messages needing immediate follow-up. Use initiative to follow-up on activities needing supervisor's attention. Clear correspondence for conformity with established procedures and accuracy of statements before being signed by the Senior Communication Manager. End Result(s): Clear internal and external communication channels are established and maintained. Coordination of information is seamless and timely.
2. Assist in the preparation of individual and institutional contracts, internship arrangements, TA and Fixed Term paperwork as required by the Section ensuring that the Terms of Reference, and other required background documentation are in order, including using correct budget codes and ensuring availability of funding. Provide assistance in preparation of interviews for recruitment, and liaise with PSU to ensure supporting documentation is in order. Act as Focal person for administrative and personnel issues in the Section, in liaison with Programme Support Unit. Monitor and follow-up on personnel-related matters pertaining to Polio staff and consultants. End Result(s): Contracts are thoroughly prepared with accuracy and are executed in a timely manner. Polio Programme staff are provided with administrative support for a wide range of activities.
3. Provide Polio Programme staff with required budget information, by liaising with the Programme Support Unit and PARMO. End Result(s): Correct and timely usage of PBAs, facilitating proper funding to allow continuity of programme activities.
4. Coordinate the Polio Programme travel on a quarterly basis for approval by the Director of Programmes. Ensure all information is accurate and the proposed travels are reflected in the Section's work-plan. Make travel arrangements including preparation of TAs, processing of visas, health and security clearances and other related work for travel of Senior Communication Manager and C4D team, and other members of the Polio Programme team. Serve as Focal Point for Attendance and Leave and maintain accurate Polio Staff absences in the HRIS system. Maintain and update overview matrices of travel and leave plans for staff. End Result(s): Travel plans are executed in a timely manner and travel undertaken by Polio Programme staff are approved by the Director of Programmes. Orderly travel arrangements with necessary logistics and documents support will enhance productivity of mission objectives. Ensuring proper funding, submission and filing of trip documents and claims will allow for correct trip documentation and proper usage of PBAs.
5. Maintain policy, confidential, general and resource files for the Polio Team Lead. Maintain Polio Programme staff list, Programme telephone directory, HR records and key documents with the support of the GS staff in the Programme. End Result(s): Records are maintained in an orderly manner and kept up to date.
6. Liaise with other GS staff in the Polio Programme on generic GS-related issues, including overall section support issues. Responsible for induction of new staff to the Polio Programme on general administrative matters. Liaise with respective GS staff to ensure that all logistical and administrative arrangements are made in a timely manner for new staff. Assist visitors from the field to facilitate their work. End Result(s): Overall efficiency and smooth running of the Polio Programme
7. Performs other administrative duties as required End Result(s): Overall efficiency and smooth running of the Polio Programme
Qualifications of Successful Candidate
- - Completion of Secondary Education (e.g. High School Diploma) is a minimum requirement.
- - Minimum of five (5) years of relevant work experience.
- - Must pass the UN ASAT (Administrative Support Assessment Test) in English (please mention in your cover letter whether you passed this exam)
- - Knowledge of UNICEF's rules, regulations and procedures is 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
- - Fluency in English language, both written spoken.
- 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 until 31 December 2014.
- 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.
- Closing Date: Friday, 31 May 2013
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