Administrative Assistant (GS-6), OSEB, UNICEF

Purpose of the Position

• Under the supervision of the Secretary of OSEB, organize and support all relevant administrative and conference services and related duties during the Executive Board sessions and related meetings.
• To be responsible for the office administrative/secretarial/clerical services, personnel and budget matters.

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

Key Expected Results

Functions related to Board Sessions and meetings

1. In accordance with the agreed calendar of UN conferences and meetings, organize the Executive Board sessions and other related meetings (pre-board briefings, inter-sessionals, informals, etc.) in the logistics/administrative areas such as:

(a) forecasting the needs for conference room, services and required resources;

(b) timely negotiating, planning and arranging logistical and physical arrangements in close collaboration with both UN system services (e.g. UN Office of Conference Services, Safety and Security Services etc.), concerned UNICE divisions/sections and other non-UN bodies as required;

(c) meeting, briefing and training (orientation) of persons hired for temporary help and others connected with the Board sessions and meetings as necessary;

(d) facilitating non-UN affiliated persons, NGO/IGO/Natcom groups and other invitees to the Board Sessions and meetings, as appropriate;

(e) strict adherence to the established UN Protocol rules, regulations and other security requirements;

(f) plan, organize and coordinate the logistics and physical movement of furniture, computer and other equipment and supplies to and fro meeting venue; organize and coordinate the logistics and movement, including security requirements, of all support staff assigned for the Board sessions and meetings;

(g) draft entries for the UN journal and submit for publication;

(h) oversee administratively the smooth running of the sessions/meetings, resolving on a timely/amicable fashion any problems that may occur. Be responsible for the distribution/collection of documents as well as arrangements relating to audio-taping of the meetings (done by UN Broadcasting Unit) and availability of recorded tapes to those requesting them;

(i) after the Board meetings, coordinate with all the service providers(e.g. DFAM, IT services, etc.) for the proper return of the equipment, etc. and settlement of bills etc. if any.

Functions related to office management

1. Under the guidance of the Assistant Secretary, be responsible for:

(a) Biennium budget preparation in accordance with the relevant instructions and rules/procedures governing the exercise;

(b) Regular monitoring of budget performance and reporting on implementation;

(c) Processing payments and ensuring that these are paid on time;

(d) Manage the administrative needs of OSEB, such as equipment needs; consumable supplies; timely procurements; etc.

(e) Manage the personnel matters of OSEB, such as PAS and JDs, processing of SSAs/contracts, staff training assessment/staff training focal point;

(f) Assess the need for temporary additional help during Board Sessions and meetings and organize its timely availability, including necessary orientation of the temporary helpers.

Administrative and secretarial functions

1. Under the overall direction and guidance of the Secretary, be responsible for the administrative and secretarial support such as:

(a) Maintaining discretion and confidentiality, respond to queries and prepare written diplomatic responses; handle all official mail/correspondence for the supervisor(s);

(b) handle official visitors; schedule official meetings and other events, including agenda, venue and documentation for such meetings/events, as required;

(c) Make all official travel arrangements and final travel claim settlements (including those related to Board members' field visits) following the internal procedures and policies;

(d) Provide simple translation of documents, translation for visitors, etc as required;

(e) Undertake any other special tasks, as required by the supervisor, within the area of competency.

Qualifications of Successful Candidate

• Secondary school graduation; university level courses with social disciplines would be an advantage.
• Must pass the UN ASAT (administrative support assessment test) in English (please mention in your Cover letter whether you passed this exam)
• Must have excellent computer application skills in the UNICEF relevant softwares.
• Minimum of six years progressively responsible working experience in related field, preferably with an international organization in conference services and with protocol, inter-personal and office management skills.
• Experience of UNICEF financial, budgetary, administrative and personnel policies and working procedures including computerized budget control system and spreadsheet application.
• Fluency in English. Knowledge of one other UN working language desirable.

Competencies of Successful Candidate

• Communicates effectively to varied audiences, including during formal public speaking.
• Able to work effectively in a multi-cultural environment.
• Sets high standards for quality of work and consistently achieves project goals.
• Analyzes and integrates potentially conflicting numerical, verbal and other data from a number of sources.
• Demonstrates and shares detailed technical knowledge and expertise.
• Sets clearly defined objectives and plans activities for self, own team or department.
• Ensures that team or department follows relevant company policies and procedures.

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-2012-000933. Applications must be received by Midnight EST on 16 July 2012.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.