Administrative Associate

Under the supervision and guidance of the Director of the Washington DC Office, the Administrative Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes, and policies. Key functions of the incumbent are outlined below.

Budget Monitoring:

• Monitors budgets and financial expenditures of the section, 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 of project/ programme implementation.
• Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.

Human Resources: 

• Supports the onboarding of PPD personnel in the Washington, DC office.

Office Planning & Project Management:

• Ensures the availability of timely, complete, and accurate information and data for preparing section work plans and project management plans.
• Undertakes basic research and performs comparative analysis of project/ programme related data as pertains to US- and IFI-funded awards.
• Helps ensure timely compliance with agreed deadlines.
• Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information.

Communications & Workflow:

• Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
• Manages incoming and outgoing correspondence, e-mails, and telephone calls.
• Communicates routine and some non-routine information pertaining to the work of the team.
• Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate.

Calendar Meetings Correspondence Management:

• Maintains office calendar and arranges meetings for the Director of the Washington office, senior UNICEF staff and visiting officials, including with high-level contacts within the U.S. Government and across multilateral institutions and other partners based in Washington, DC.
• Serves as coordinating focal point to arrange and support the visits of UNICEF senior representatives, including scheduling meetings, compiling relevant background material and supporting the development of a well-organized agenda and responsibility for all logistical aspects.
• Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.

 Events Logistics:

• Supports capacity development activities and conferences by making logistical arrangements, through engaging with facilitators, caterers, and hosts.
• Coordinates with potential participants and partners on scheduling with regard to availability for proposed events and related logistics.
• Liaises with budget focal points and section over costs and needs.
• Prepares background materials for participants and uploads cleared materials on the intranet.
• Prepares and maintains agendas on meetings and events related to the work group commitments.

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

Minimum requirements:

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• For this position, a bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience.
• A master’s degree may replace additional two years
• A minimum of 6 years of relevant administrative or clerical work experience is required. Experience supporting liaison with the US Government and/or the Washington, D.C. – based International Financial Institutions is desirable.
• Fluency in English; Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish), or local language of the duty station, is considered an asset.

Source: https://jobs.unicef.org/cw/en-us/job/578422