UNICEF Executive Assistant (WASH), G-5, New York

The incumbent will provide administrative support to the Associate Director, WASH, and to PD/WASH teams in general.

MINIMUM ELIGIBILITY REQUIREMENTS: - MUST PASS THE UN ASAT (Administrative Support Assessment Test) in ENGLISH (PLEASE MENTION IN YOUR COVER LETTER WHETHER YOU PASSED THIS EXAM). - NON-US CANDIDATES MUST BE IN POSSESSION OF A US G4 VISA OR BE A US PERMANENT RESIDENT.

1. Provide administrative support to the Associate Director, WASH. Arrange appointments and maintain the Associate Director’s calendar, receive visitors, place and screen telephone calls and answer queries with discretion. Arrange video and/or conference calls. Prioritize incoming calls/mail and forward those needing immediate action to the appropriate officers as well as forwarding those messages needing immediate follow-up. Use initiative to follow-up on activities needing supervisor’s attention. Clear correspondence for conformity with established procedures and accuracy of statements before being signed by the Associate Director.

End Result(s): Clear internal and external communication channels are established and maintained. Coordination of information is seamless and timely.

1. Assist in the preparation of individual and institutional contracts, internship arrangements, TA and Fixed Term paperwork as required by the Section ensuring that the Terms of Reference, and other required background documentation are in order, including using correct budget codes and ensuring availability of funding.

Provide assistance in preparation of interviews for recruitment, and liaise with PSU to ensure supporting documentation is in order.

Act as Focal person for administrative and personnel issues in the Section, in liaison with Programme Support Unit. Monitor and follow-up on personnel-related matters pertaining to PD/WASH staff and consultants.

End Result(s): Contracts are thoroughly prepared with accuracy and are executed in a timely manner. WASH Section staff are provided with administrative support for a wide range of activities.

1. Provide WASH staff with required budget information, by liaising with the Programme Support Unit and PARMO.

End Result(s): Correct and timely usage of PBAs, facilitating proper funding to allow continuity of programme activities.

Coordinate the PD/WASH travel on a quarterly basis for approval by the Director of Programmes. Ensure all information is accurate and the proposed travels are reflected in the Section’s work-plan.

Make travel arrangements including preparation of TAs, processing of visas, health and security clearances and other related work for travel of Associate Director all aspects of travel for the Associate Director, and other members of the WASH team.

Serve as Focal Point for Attendance and Leave and maintain accurate WASH Staff absences in the HRIS system. Maintain and update overview matrices of travel and leave plans for staff.

End Result(s): Travel plans are executed in a timely manner and travel undertaken by WASH Section staff are approved by the Director of Programmes. Orderly travel arrangements with necessary logistics and documents support will enhance productivity of mission objectives. Ensuring proper funding, submission and filing of trip documents and claims will allow for correct trip documentation and proper usage of PBAs.

1. Maintain policy, confidential, general and resource files for the Associate Director. Maintain Section staff list, Section telephone directory, HR records and key documents with the support of the GS staff in the Section.

End Result(s): Records are maintained in an orderly manner and kept up to date.

1. Arrange meetings, workshops, both internal and external, some involving high-ranking officials; coordinate preparation of documentation; assist with coordination of participation and issuance of required documentation. Provide logistical arrangements for meetings, workshops.

End Result(s): Smooth logistics will contribute to productive meetings and workshops indirectly enhancing UNICEF’s partnerships.

1. Liaise with four GS staff in WASH Section on generic GS-related issues, including overall section support issues. Responsible for induction of new staff to the WASH on general administrative matters. Liaise with respective GS4 staff to ensure that all logistical and administrative arrangements are made in a timely manner for new staff. Assist visitors from the field to facilitate their work.

End Result(s): Overall efficiency and smooth running of the WASH Section.

1. Performs other administrative duties as required

End Result(s): Overall efficiency and smooth running of the WASH Section

• Completion of secondary education is required (i.e. High School Diploma). University level courses in languages and HR/learning management is desirable.
• Minimum of 5 years of relevant work experience in an administrative capacity, including experience in organizing international conferences and meetings is required. Previous experience with web-development and web-research is considered an asset. Knowledge of the UN System is considered desirable.
• Fluency (both written and oral) in English required. Knowledge of another UN language is desirable.
• Communicates effectively.
• Able to work effectively in a multi-cultural environment.
• Sets high levels of quality and productivity for self.
• Analyzes and integrates verbal, numerical and other types of data.
• Rapidly learns new tasks relevant to own job and quickly commits information to memory.
• Sets self clearly defined tasks in line objectives set by the line manager.
• Follows spoken and written instructions without unnecessarily challenging others’ authority.

How to apply:

If you want a challenging career while improving the lives of children around the world UNICEF, the leading children's rights organization, would like to hear from you. Visit us at www.unicef.org/about/employ to register in our new e-Recruitment system and apply to this vacancy, quoting E-VN-2013-000321. Applications must be received by Midnight EST on 5 March 2013.IN ORDER TO MEET THE MINIMUM ELIGIBILITY REQUIREMENTS FOR THIS PARTICULAR POST, A CANDIDATE MUST: - PASS THE UN ASAT (Administrative Support Assessment Test) in ENGLISH (PLEASE MENTION IN YOUR APPLICATION COVER LETTER WHETHER YOU PASSED THIS EXAM) - BE IN POSSESSION OF A US G-4 VISA (FOR NON US RESIDENTS) OR BE A US CITIZEN/PERMANENT RESIDENT IMPORTANT: As part of your applicant online profile on UNICEF's e-Recruitment site, please make sure your select “Release Profile” under Candidate Profile/Overview & Release. Please note that only candidates who are under serious consideration will be contacted. In the selection of its staff, UNICEF is committed to gender balance and diversity without distinction as to race, sex or religion, and without discrimination of persons with disabilities. Well qualified candidates are strongly encouraged to apply.