Batch Vacancy - GS-5, New York HQ

New York City | Washington D.C

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.

For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.

Purpose of the Position

In an effort to measurably improve UNICEF's ability to deliver better results for children, and to support the organization's fundamental mission to promote the rights of every child, UNICEF is launching a batch recruitment to fill the following four GS-5 level positions:

1. Executive Assistant, Health Section, GS-5, Post #72215

2. Executive Assistant, EMOPS, GS-5, Post #11102

3. Human Resources Assistant, Mobility & Staffing Section (MSS), GS-5, Post #4118

4. Human Resources Assistant, Performance Management and Career Development Section (PMCD), GS-5, Post #14257

Key Expected Results

1. Executive Assistant, Health Section

2. Executive Assistant, EMOPS

Reporting directly to the Director of the Section, the Executive Assistants are a key interface with a broad range of contacts, including high ranking officials, both within and outside the organization.

Communications, meetings and conferences functions

  • Arranges appointments and maintains supervisor's calendar, receives visitors, places and screens telephone calls and responds to queries with discretion. Identifies complex or sensitives subjects, and prioritizes urgent issues that should be brought to the attention of supervisor or senior level managers. Arrange meetings, prepare briefing materials and maintains a contact list of external partners.
  • Organizational and knowledge management support

  • Supports information and knowledge management by preparing/editing documents, spread sheets, database files, graphs and charts for internal and public dissemination; Provides back-up support to various and act as focal point for computer, supplies and/or travel plan.
  • Administrative, travel and logistics support

  • On the basis of knowledge and instructions, research and make available background information for the Director and Manager to compile reports. Formulate draft replies to routine correspondence for approval/signature and respond to routine requests for information. Review correspondence/documents for conformity with established procedures and accuracy of statements before being signed. Establish internal tracking systems and procedures for correspondence and documents, monitor work progress and cases of priority and concern to supervisor.
  • Maintains team records and reference files on various subjects, including complete files of travel documents; Makes travel arrangements including preparation of travel authorizations, processing of visas, medical and security clearance, extension of United Nations Laissez Passer (UNLP); ensures timely certification of trips upon submission of trip reports; Provides logistical and IT support including audio visual materials meetings; assists in booking conference rooms, setting up projectors, computers including arrangement of tele/video conference services and arranges for catering when applicable.
  • 1. Human Resources Assistant, Mobility & Staffing Section (MSS)

    2. Human Resources Assistant, Performance Management and Career Development Section (PMCD)

    The HR Assistants are responsible a key interface with a broad range of contacts, both within and outside the Organization. The HR Assistant (MSS) will be closely in contact with our donor Government representatives to provide a required financial report in an accurate and timely manner. The HR Assistant (PMCD) will provide support to the Performance Management Unit effective and timely liaison with staff and concerned parties on learning and training related matters.

    Human Resources Assistant, Mobility & Staffing Section (MSS)

    HR Administration, coordination and policy interpretation

  • Promotes equity, transparency and consistency in the interpretation and administration of JPO policy, procedures and guidelines on all HR related matters applicable to the JPOs in accordance with the MoU with each donor Government. Support, implement and administer of all HR benefits, entitlements, contracts renewal and separation/transfer, and other HR activities for the JPOs
  • Supports the New Talent unit to ensure the effective and timely JPO recruitment processes (i.e. identification of the JPO posts, advertisement, short-listing and selection).
  • Coordinates and provide orientation briefing to newly arrived JPOs and arrange an annual JPO Induction training in a timely manner. Prepares and organizes distribution of materials for participants.
  • Provides support to the management of UNICEF Global Internship Programme as a DHR focal point. Act as a Help Desk for any query related to JPO, Interns, Volunteers and Outreach matters. Responsible for maintaining the UNICEF Internship Database.
  • Budget management, contract management and financial functions

  • Administers and liaises with DFAM and relevant Government counterparts on all aspects of the financial management of the JPO Programme (i.e. prepare cost estimate, create/amend JPO grants in SAP, allocate/apply Donor funds to JPO accounts, monitor JPO expenditures, etc.).
  • Plans and conducts accounts maintenance and budget control by providing reports to the Governments on financial status, procedures, costs and expenditures, and potential funding problems.
  • Assists UNICEF country/regional/HQ offices in the area of SSA contract clearance for former/retired staff members as well as an exceptional SSA cases. Maintain the database to monitor the SSA contracts of former/retired staff members to ensure adherence to the rules and regulations related to the UN Pension Fund.
  • Periodically prepares reports on individual consultants and contractors worldwide. Annually, review insurance coverage for all consultants globally, and periodically reports to insurance company on global usage.
  • Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
  • Provide procurement of services support. Prepares purchase orders in VISION, drafts documentation for CRC submissions, and ensures documentation in filed properly.
  • Provides general administrative support to team by drafting correspondence, maintaining files, preparing travel documentation and assisting with new office set-up.
  • Assists team in organizing meeting, courses, workshops and events.
  • Human Resources Assistant, Performance Management and Career Development Section (PMCD)

    Communications, meetings and online events

  • Provides administrative support for meetings including telephone video conferences; Receives visitors, answers telephone calls and responds to queries; Arranges team calendars and ensures efficiency in scheduling team engagements; Assists in basic research and drafting of presentations as well as day-to-day correspondence.
  • Organizational and knowledge management support

  • Supports information and knowledge management by preparing/editing documents, spread sheets, database files, graphs and charts for internal and public dissemination; Provides back-up support to various and act as focal point for computer, supplies and/or travel plan.
  • Administrative, travel and logistics support

  • Maintains team records and reference files on various subjects, including complete files of travel documents; Makes travel arrangements including preparation of travel authorizations, processing of visas, medical and security clearance for consultants, ensures timely certification of trips upon submission of trip reports; Provides logistical and IT support including audio visual materials meetings; assists in booking conference rooms, setting up projectors, computers including arrangement of tele/video conference services and arranges for catering when applicable.
  • Assists team in organizing courses, workshops and various online events.
  • Procurement and general administrative support

  • Provide procurement of services support. Prepare purchase orders, draft documentation and ensure accuracy and completion of CRC submissions.
  • Provide general administrative support to team by drafting correspondence, maintaining files, preparing travel documentation and assisting with new office set-up.
  • Assist with preparation and dissemination of communication materials on Performance Management & Career Development (e.g. newsletters, global broadcast messages, etc.)
  • Qualifications of Successful Candidate

  • Completion of Secondary Education (e.g. High School Diploma) is a minimum requirement.
  • A minimum of five (5) years of work experience in the area of administrative support services is required.
  • Advanced knowledge in the Microsoft Suite of Products (including MS Word, MS Excel & MS PowerPoint) is required.
  • Passing the GGST Exam (Global General Service Test) or UN ASAT in English is required.
  • Non-US candidates must be in possession of aUS G4 visa or be a US permanent resident/citizen.
  • Fluency in English (verbal and written) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is considered an asset
  • Competencies of Successful Candidate

    Core competencies:

  • Communication Level - 1
  • Working with people Level - 1
  • Drive for results Level - 1
  • Functional Competencies:

  • Analyzing - Level 1
  • Learning and Researching - Level 1
  • Planning and Organizing - Level 1
  • Following Instructions and Procedures - Level 1
  • To view our competency framework, please click here.

    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.

    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 organization. To apply, click on the following link http://www.unicef.org/about/employ/?job=501546

    Before applying, please make sure that you have read the requirements for the position and that you qualify.
    Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
    Apply
    • Organization: UNICEF
    • Location: New York City | Washington D.C
    • Grade: Mid level
    • Occupational Groups:
    • Closing Date: 2016-12-08

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