Deadline: 18 December 2015
United Nations Children’s Fund (UNICEF) is currently seeking applications from the eligible applicants for the post of Administrative Assistant in New York, United States.
The Administrative Assistant will provide procedural, administrative and operational support to the Deputy Director and the Director’s Office.
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.
Key Jobs Responsibility
The Administrative Assistant will perform the following functions-
- On the basis of knowledge and verbal· instructions, research and make available background information for Officers to compile reports. Formulate draft replies to routine correspondence for their approval/signature, and also respond to routine requests for information, including gathering information.
- Review correspondence/documents for conformity with established procedures and accuracy of statements before being signed by the supervisor.
- Establish internal tracking systems and procedures for correspondence and documents; monitor work progress and cases of priority and concern to the Supervisor.
- Arrange appointments and maintain supervisor’s calendar, receives visitors, places and screens telephone calls and respond to queries with discretion.
- Identify complex or sensitive subjects, and contacts, as well as priority issues that should be brought to the attention of the Supervisor or Senior Level Managers. Arrange meetings; prepare briefing materials for supervisor, and maintain contact list of external partners.
- Provide logistical support for meetings: assist in booking conference rooms, arrange IT support production and distribution of materials, etc. and arrange for catering when applicable. Distribute meeting reports and information and ensure follow-ups on required actions.
- Undertake all aspects of travel arrangements for the Deputy Director. This includes travel itineraries, preparation of travel requests, security/medical clearances, visas; completion of travel claims, duty reports. Collect and prepare briefing materials for the Deputy Director for use on mission. Brief Supervisor of important developments upon return from Mission. Maintain files of travel documents.
- Compiles data and information on subject matters relevant to the work of the Division to facilitate preparation of reports, working papers and presentations.
- Gathers and shares information as needed in support of improving the processes and daily operations of the Section/Division.
- Works closely with team colleagues and provides support in. achievement of work priorities and objectives of the Division.
- Keeps abreast of latest policies, procedures and organizational changes affecting the Team.
- Performs other duties, as required for the Director’s Office or the Division.
Eligibility Criteria
Applicants must have-
- Completion of Secondary Education (i.e. High School Diploma) is a minimum requirement.
- Completion of university-level courses is highly desirable.
- A minimum of five (5) years of work experience in the area of administrative support services is required.
- Working knowledge in the Microsoft Suite of Products (including MS Word, MS Excel & MS PowerPoint) is required.
- Prior experience working in the UN System or other international development organization is desirable.
- Passed the GGST Exam (Global General Service Test) or UN ASAT in English, required.
- Fluency in English (verbal and written) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, and Spanish) is considered an asset.
How to Apply
Applicants must submit their applications through the online process.
For more information, please visit UNICEF.
