Under the direct supervision of the Senior Adviser, HIV/AIDS, with review of work upon completion, the incumbent will provide administrative assistance to professional staff members in an administrative unit of the HIV/AIDS Section.
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
- Screen incoming mail to determine priority and research background information as necessary. Reply to routine correspondence; draft replies to correspondence. In the absence of the Senior Adviser, ensure that the continuity of the operation of the assigned unit is maintained. Take action on urgent correspondence by liaising with other staff members of the HIV/AIDS Section. End Result(s): Unit correspondence addressed in a timely fashion.
- Arrange appointments for supervisor, receives visitors, place and screen telephone calls, and respond to routine requests for information.
- Arrange telephone/video conferences and face-to-face meetings for the technical scale-up cluster and/or consultations convened by the technical scale-up cluster. End Result(s): Scheduling and meetings/consultations supported effectively.
- Assist with the critical planning functions of the administrative unit of the HIV/AIDS Section, ensuring internal and external meetings are executed efficiently through the provision of necessary logistical and administrative support. End Result(s): Section planning function and execution of meetings well supported.
- Responsible for travel arrangements for professional staff members; liaise with Travel Section; make hotel reservations in urgent cases and complete travel requests, visa applications, reimbursement of expenses and other documents for travel. Calculate travel costs, per diems and other expenses.
- Maintain travel plan and calendar of events for the technical scale-up cluster team members. Keep accurate and orderly files pertaining to all travel of team members. End Result(s): Team members travel organized and done in efficient and timely manner.
- Provide administrative support to professional staff members on correspondence and contracts. Facilitate correspondence with internal and external parties. Follow up on behalf of supervisor on actions taken by other team members. Take independent and substantive action and appropriately transmit information/materials received to relevant team members. End Result(s): Contracts processed competently. Effective administrative support provided.
- Accountable for proper maintenance of office records and reference files activities related to the work of the administrative unit. Retrieval and filing of information (hard and electronic versions). Gather information, set up spreadsheets, database files, tables and charts checking accuracy and form for use by team members. End Result(s): Organized archive system and easy-to-retrieve documentation.
- Perform other duties as required and provide back-up support to members of the administrative unit. End Result(s): Unplanned activities effectively supported, contributing overall to the smooth running of the administrative unit.
- Completion of Secondary Education is required (i.e. High School Diploma).
- Must pass the UN ASAT (Administrative Support Assessment Test) in English (please mention in your cover letter whether you passed this exam)
- Minimum of 4 years of relevant work experience in an administrative capacity, which includes competent knowledge of standard administrative practices and procedures.
- Fluency in English (both written and oral) is required. Knowledge of another UN language is desirable.
- Intermediate knowledge in the Microsoft Suite of Products (including MS Word, MS Excel & MS PowerPoint) is required. Basic knowledge of SAP is highly 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.
This is a project post with funds available for one year.
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-2013-000323. 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.
UNICEF Programme Assistant (HIV/AIDS), GS-4, PD, New York
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