Senior Administrative Associate, G-7, Fixed Term, Post# 2057, Global Staff Association, New York, USA

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, 

The UNICEF STAFF ASSOCIAITON is committed to representing UNICEF staff in all aspects of development, management, and fulfilment of UNICEF’s work, as an active and qual partner, while promoting the active participation, involvement and empowerment of staff in a fair, equitable and just manner, and upholding the dignity of staff members, in furtherance of UNICEF’s mission for improving the lives of children and women world-wide.  In all its actions, the UNICEF Staff Association shall be guided by UNICEF’s Mission Statement, the Guiding Principles for Staff Commitment and Conduct, the Convention on the Rights of the Child, the United Nations Charter, the Standards of Conduct in the International Civil Service, Staff Rules and Regulations, as well as a true and genuine regard for the role of UNICEF staff in the fulfilment of UNICEF’s mission.  The Statement of Purpose is implemented by a democratically elected Staff Association,and given that each staff member has the interests of the Organisation at heart, this Statement of Purpose is subscribed to by each UNICEF staff member.

This position is held in the office of the Global Staff Association (GSA) which is a highly confidential office and reports directly to the Chairperson of the GSA.  Please refer to Staff Management Relations under CF/AI/2011-006.

The Administrative Associate is accountable for both specialized and procedural communications, operational and administrative support services.

How can you make a difference?

Under the supervision and guidance of the supervisor, the Senior Administrative Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the GSA requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

To provide Budget and Administrative functions, Website administration, Research, Monitoring and Data Analysis, Global Coordination of meetings, Drafting of Reports, Minutes and Briefing notes for the GSA, support maintaining continuous communication with staff, management, internal and external partners, Staff Unions and Associations and other Staff Federations.  In addition, provides some administrative support to the New York Staff Association (NYSA), principally on budget and ECM site.

Key Functions:

• Provide administrative support to the GSA Leadership team (GSA Chairperson and two Vice Chairpersons)
• Ensures the availability of timely, complete and accurate information and data for preparing GSA work plans
• Coordinate organization and recordkeeping of GSA EC, GJCC and other such meetings
• Support Follow up on action points of all meetings and helps ensure timely compliance with agreed deadlines
• Maintain updated list of GSA EC members, Country Office Staff Association Chairpersons/Vice Chairpersons, Polling Officers, key stakeholders, vendors, consultants etc.
• Prepares travel requests including travel itineraries
• Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements
• Monitors budgets and financial expenditures of GSA, 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
• Carries out transactions in VISION pertaining to GSA budget – Prepares purchase requisitios, purchase orders, funds commitments/reservations, payment requests and uploading of invoices to My Case
• Assists in the preparation of GSA, NYSA budget submissions for the biennium
• Assists in preparation Treasurer reports and management of GSA accounts in UNFCU
• Manage the GSA ECM site as per standard guidelines on maintenance of GSA related documentation
• Regularly update the GSA and NYSA ECM sites to ensure all information are kept current
• Upload EC meeting, GJCC, and other such meetings in the ECM site in a timely manner
• Upload other working documents/reports relative to GSA, including but not limited to Polling, AGM, Executive Board, Workplan, Constitution and Audit
• Assist in publishing e-bulletins, newsletters, in-memoriam etc
• Facilitates the communications and workflow of the GSA 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;
• Drafts correspondence, reports, messages, TOR etc
• Assist in identifying and monitoring substantive aspects of staff activities in the regions/countries/offices
• Compile information from various sources, assists in data collation
• Supporting the GSA in researching, compiling and analyzing qualitative and quantitative data and information from a variety of sources on subject matters relevant to the work of the GSA as well as preparation of reports, working papers, presentations, tables, lists and charts etc
• Maintains office calendar and arranges meetings
• Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• Arranges times through liaising with participants over availability.
• 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.
• Provides travel assistance to staff members in GSA for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
• Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
• Monitors travel certification and report back to the team.
• Supports management of administrative supplies, office equipment, and updating inventory of items. Ensures that services and maintenance of premises are in accordance with organizational standards.
• Arranges for the purchase and timely distribution of office supplies.

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

• Completion of secondary education is required, Technical or university courses related to the field of administration, finance or any other related discipline relevant to the to the job is an asset.
• Seven years of progressively responsible budgetary, administrative and website management experience.  Ability to coordinate a variety of high level meetings, draft minutes and reports, carry out research and analysis functions.
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.
• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
• In-depth knowledge of UNICEF organizational structure, administrative policies and procedures.
• Organizational, planning and prioritizing skills and abilities.
• Ability to deal patiently and tactfully with visitors.
• High sense of confidentiality, initiative and good judgment.
• Ability to work effectively with people of different national and cultural background.

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…

(i) Core Values

• Care
• Respect
• Integrity
• Trust
• Accountability
• Sustainability

ii) Core Competencies

• Demonstrates Self Awareness and Ethical Awareness (1)
• Works Collaboratively with others (1)
• Builds and Maintains Partnerships (1)
• Innovates and Embraces Change (1)
• Thinks and Acts Strategically (1)
• Drive to achieve impactful results (1)
• Manages ambiguity and complexity (1)

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.

Non-US candidates must be in possession of a US G4 visa or be a US permanent resident/citizen.

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