Wednesday, October 28, 2015

Senior Communication Assistant, Digital Transformation Project

Temporary Appointment: Senior Communication Assistant
Title: Senior Communication Assistant, Digital Transformation Project
Level: GS-6 (Temporary Appointment; Stretch Assignment)
Reports to: Digital Product Manager, P-3, Digital Strategy
Duration: 364 days (with possible extension)
Location: NYHQ

Purpose of the Position
Under the supervision of the Digital Product Manager, the incumbent will support the Digital Transformation Project (DTP) team and provide efficient and cost-effective administrative and fiscal support services. Ensures DTP’s administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations.

Main Responsibilities
Appropriate and consistent interpretation and application of administrative policy and procedures timely implemented to support operations at the Digital Strategy Section.
-Provides practical input on implementation of administrative guidelines, in close coordination with the head of office, operation staff/supervisor.
-Supports supervisor and the head of the office, and updates staff on administrative policies, procedures rules and regulation. Implements the appropriate application and interpretation of administrative rules, regulations, policies and procedures.
-Briefs and assists arriving and departing staff and consultants on basic administrative procedures and requirements.
-Keeps supervisor abreast of potential problem areas, prepares reports on administrative matters as required.
-Arranges appointments for the section, receives visitors, places and screens telephone calls and answers enquiries; organizes high-level meetings including taking responsibility for finalization of the meeting agenda, invitations, the production and distribution of documentation, and preparation of minutes of meetings. Distribute meeting reports and information and ensure follows-up on required actions.

All administrative, fiscal and contract coordination for the project.
-Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.
-Contributes to the reviews of contractual arrangements related to administrative support to ensure that the terms and conditions of all contracts are being adhered to by providers of goods and services. Proposes to supervisor any changes that may be required.
-Coordinates tracking and reporting of fiscal activities.
-Executes invoices and monitors payments against contractual obligations.
-Assists in the recruitment and procurement of individual and institutional consultants.
-Handles travel requests and related administrative duties as appropriate.

Management of administrative supplies that ensures office equipment and other properties are effectively maintained.
-Supports management of administrative supplies, office equipment, updating inventory of items, assists supervisor in property survey
-Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises and supplies are in accordance with organizational standards

Logistics and support for events and meetings
-Sets up meetings and logistics related to activities around DTP and the project board
-Provides minutes and documentation of meetings and activities
-Updates internal platforms/knowledge sharing spaces with content related to the digital

Performs any other duties and responsibilities assigned as required.

Minimum Qualification

-Completion of Secondary School, University level courses in administration, finance, or any
other related field of discipline relevant to the job is an asset.
-Six (6) years experience in work requiring progressively more responsible organization/task management skills
-Five (5) years of office support work experience, including, organizing and supervising the whole range of office support and administrative activities. Ability to work with minimum of supervision. Ability to extract and format data (including financial information) and to solve operational problems. Ability to organize own and others work, set priorities and meet deadlines. Ability to organize meetings and events. Ability to handle work quickly and accurately
under time constraints
-Digital literacy and the ability to effectively use standard office software tools and other office technology to: create documentation; coordinate communication among multiple parties; maintain electronic filing systems; set-up presentations and working sessions among geographically disparate parties. Proficiency with VISION – UNICEF’s enterprise resource planning system – or any other ERP is a plus.
-Demonstrated ability to write clear, articulate correspondence and communicate well (written
and oral).
-Experience with work in a non-profit organization a plus.
-Fluency in spoken and written English required. Knowledge of another UN language an asset.

Core Values (Required)
-Diversity and Inclusion

Core Competencies (Required)
-Communication [I]
-Working with People [II]
-Drive for Results [I]

Functional Competencies (Required)
-Analyzing [I]
-Learning and Researching [I]
-Planning and Organizing [I]
-Following instructions and Procedures [I]

-Demonstrated organizational and multi-tasking ability, combined with demonstrated ability to sustain attention to detail work are essential

-Gender equality and diversity awareness

How to apply

Applications – cover letter, resumes and completed P11 – should be sent to: by COB Sunday, 01 November 2015, quoting in the subject line “Temporary Appointment, Senior Communication Assistant, Digital Transformation Project.”
The Personal History Form (P11) in MS Word format can be downloaded from our website at

Please note that acknowledgement of application will be extended only to short-listed candidates.

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