Executive Associate, GS-6, Office of the Comptroller, DFAM, NYHQ, #2766

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, hope…

the Division for Financial and Administrative Management (DFAM) is accountable for ensuring accuracy, integrity and transparency of all financial information disseminated through its internal and external corporate reporting channels.  The Executive Associate provides strategic support to the Comptroller and Divisional agenda, as well as coordinates and provides substantive support on executive requests and briefs.

How can you make a difference?

The Comptroller’s Office is responsible for overall oversight and leadership of UNICEF’s global operations function and the Division for Financial and Administrative Management (DFAM) including the planning, implementation, and management of the DFAM Office Management Plan (OMP). This large portfolio of work requires efficient management of the Office, support to divisional and global operational activities in support of DFAM goals and objectives and streamlined communications with counterparts within UNICEF and partner organizations, including liaising and networking with external counterparts and contacts.

Key functions include:

1. Provide daily support to the Comptroller including but not limited to the scheduling of Comptroller’s calendar of activities, missions, trips, and other strategic consultations in liaison with peers.

2. Events and Logistics 

-Schedule, provide logistic support and draft minutes of Divisional, SMT and other meetings as requested.

-Arrange times through liaising with participants over availability. 

-Consolidate and circulate documentation for executive meetings, including weekly SMT meetings, including collecting Agenda items for the meetings.

-Schedule and provide support to the DFAM staff and SMT retreat as requested.

3. Provide administrative support to the Division

-Perform administrative support for onboarding and off-boarding of staff including set up of email, submissions for O.I.C. role in Service Gateway for Vision user access.

-Support to senior management in logging in visitors to enable building access. Act as Divisional focal point for attendance records as needed and emergency contacts. Manage travel arrangements for the -divisional directors and support on travel process. This includes providing travel process advisory and entitlement travel procedures, based on the organization’s rules and policies.

-Liaise with relevant travel focal points to ensure that the organization obtains the best service and price for directors’ travel.

-Draft annual travel plan for review and approval by the Comptroller.

4. Records maintenance and communications

-Consolidate and edit documents based on prepared drafts and/or inputs to bring about conformity to United Nations standards, with regard to external and internal documents, coordinate production, intranet posting (including intranet management for the Division) and distribution of DFAM materials.

-Ensure the mailing lists for all divisional units and section are up to date and accurate.

5. Filing

-Dispatch of donor reports prepared by Financial Reporting and Grants Management for approval of the Comptroller.

-Dispatch of banking documents by Treasury team for approval by the Comptroller.

-Facilitate the approval of donor agreements and disbursements for hosted fund activities by the Comptroller.

-Coordinate and perform file archiving for the strategic division documents.

6. Equipment and office supplies management

-Responsible for administration of office supplies and office equipment.

-Arrange for the purchase, maintenance and timely distribution of office supplies and office equipment.

7. During absence of colleagues, support the audit, procurement or payment processes. This includes use of audit database and entering commitment documents or invoices in VISION.

8. Perform any other administrative duties that may be requested

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

• Completion of secondary education (High School) is required. Completion of other advanced diploma or qualifications in line with service field is considered an asset.
• A minimum of six (6) years of progressively responsible administrative support services is required. Experience in a similar role in the UN/UNICEF is ideal.
• Advanced computer literacy and the ability to effectively use standard office software tools (Microsoft Word, Excel, PowerPoint, and other software, such as SharePoint) is required.
• Prior hands-on experience utilizing drafting and editing skills demonstrating ability to take initiative, and to work independently, is required.
• Strong organizational, planning and prioritizing skills and abilities is considered an asset.
• Experience in an international developmental organization and/or global working experience is highly desirable.
• Working knowledge of UNICEF systems, policies and procedures is considered an asset.
• Applicants must be in possession of US G4 visa and/or be a US citizen/permanent resident.
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

For every Child, you demonstrate…

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

UNICEF competencies required for this post are…

(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

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 benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.
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 promote the protection and safeguarding of all children. 

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable are encouraged to apply.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments are also 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 cancelled.

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.

Government employees that are considered for employment with UNICEF are normally required to resign from their government 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.