Deadline: 20 August 2015
The United Nations Children’s Fund is currently seeking applications from the eligible applicants for the post of Programme Assistant based in New York, USA.
UNICEF is the leading humanitarian and development agency working globally for the rights of every child.
Key Job Responsibilities
The Programme Assistant will perform the following functions-
- Manage the immediate office operations with respect to communications, meetings and work flow; identify complex or sensitive subjects and contacts, as well as priority issues that need to be brought to the Principal Advisor’s attention.
- Provide information and guidance to staff at all levels within the section to ensure understanding of key procedures.
- Establish internal tracking systems and procedures for key initiatives, activities, and deadlines; monitors work progress and cases of priority and accountability of the supervisor.
- Arrange appointments and maintain Principal Advisor’s calendar, receiving visitors; organize 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 proactively ensure follow-up on required actions.
- Provide administrative support for Special Service Agreement contracts, staff contracts, interns and others as required by the section ensuring that terms of reference, job descriptions and other background docs are in order including budget codes and funds availability related to recruitment.
- Undertake travel arrangements, including arranging itinerary, visas, and hotel reservations. Ensure offices are informed of travel arrangements and requirements.
- Select and make pertinent abstracts and undertake searches for information as directed.
- Contribute to preparation of reports, presentations and project documents by preparing data and information clearly using charts, graphics or other relevant presentation tools and by providing information for routine sections.
- Prepare correspondence on behalf of Principal Advisor and for Principal Advisor’s signature based on first-hand knowledge of work schedule, events, and rough notes. Communicates sensitive information to senior managers and coordinates and drafts responses.
- Establish and maintain a records management system containing reference materials and confidential records as required.
- Prepare briefing materials for supervisor concerning official trips or special meetings; draft responses to written inquiries on a variety of routine and non-routine questions.
- Follow up on the preparation of staff of reports, correspondence, and other documents for Principal Advisor’s reference. Review these documents for appropriate format and style, in accordance with standard practices.
- Monitor payments against contractual obligations.
- Generate budget and funds utilization reports and track spending.
- Review and verify accuracy of supporting documents for payments and project financial reports.
Eligibility Criteria
Applicants must have-
- Completion of Secondary Education (e.g. High School Diploma) is a minimum requirement.
- Completion of university-level courses is highly desirable.
- A minimum of six (6) years of work experience in the area of administrative support services, including work experience in accounting, finance or budget is required.
- Prior experience in managing office processes and events for a fast-paced programme team with multiple demands is highly desirable.
- Advanced knowledge in the Microsoft Suite of Products (including MS Word, MS Excel & MS PowerPoint) and in corporate financial systems is required.
- Passing the GGST Exam (Global General Service Test) or UN ASAT in English is required.
- Non-US candidates must be in possession of a US G4 visa or be a US permanent resident/citizen.
- Fluency in English (verbal and written) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is considered an asset.
How to Apply
Applications must be submitted through online process.
For more information, please visit UNICEF.
