Administrative Assistant, G-5, Fixed Term Position, #00109574, Executive Director's Office, NYHQ

About the role

The Office of the Executive Director (OED) is responsible for providing vision, leadership, and strategic direction; overseeing efficient and effective management; and guiding offices across the organization towards achieving the results outlined in the strategic plan. OED leads and brings together cross-functional teams to work on specific campaigns, initiatives, and projects.

Responsibilities

• Procurement Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by supply division and DPC.
• Facilitates the processing of contracts for consultants and external partners that provide a service to the section.
• Maintains up-to-date vendor lists, partners, and consultant rosters.
• 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.
• 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 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 to the intranet.
• Prepares and maintains agendas on meetings and events related to the work group commitments.
• Provides travel assistance to staff members in the section 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.
• Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
• Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
• Supports management of administrative supplies, office equipment, and updating inventory of items.
• Maintains services and maintenance of premises according to organizational standards.
• Supports the purchase and timely distribution of office supplies.
• Performs annual physical inventory of all expendable and non-expendable items in office.
• Performs any other duties and responsibilities assigned as required.

Requirements

• Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work. A Bachelor or equivalent (First Level University Degree) may replace 3 years. A Master or equivalent (Advanced University Degree) may replace an additional 2 years.
• Work Experience: 5 years of relevant work experience in administration, clerical work, and any other related fields is required.
• Skills: Training and experience using MS Word, Excel, PowerPoint, and other UNICEF software such as SharePoint; knowledge of integrated management information systems; organizational, planning, and prioritizing skills; 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 backgrounds; ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.

Qualifications

• Fluency in English is required.
• Desirables: Knowledge of another official UN language (Arabic, Chinese, French, Russian, or Spanish) is an asset; familiarity with UN/UNICEF administrative policies and procedures is a strong asset; relevant experience at country level, particularly in development, fragile settings, and humanitarian contexts is an asset.