Administrative Associate, GS-6, Office of the Secretary of the Executive Board (OSEB), New York

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UNICEF Global


UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built. We offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, dedication 

The work of UNICEF secretariat (UNICEF) is overseen by an Executive Board (EB) which is its governing body, providing intergovernmental support and oversight to the organization, in accordance with the overall policy guidance of the United Nations General Assembly and the Economic and Social Council.

The UNICEF Office of the Secretary of the Executive Board (OSEB) is responsible for maintaining an effective relationship between the EB and the UNICEF. Under the guidance of the President of the EB and UNICEF Executive Director, OSEB services all aspects of the work of the EB, including the formal sessions, informal consultations and briefings, EB Bureau meetings, and field visits by the Executive Board members. OSEB also provides editorial and technical services for all documentation related to Executive Board sessions and meetings, decisions, reports of sessions and the country programme document repository.

How can you make a difference? 

Under the supervision of the Deputy Secretary, the incumbent is responsible for supporting and / or contributing to the i) efficient, appropriate, timely and accurate information flow with President, Vice-Presidents and members and observers of the Executive Board; ii) supporting EB meetings, briefings and consultations both outside and during the formal session of the EB; iii) contributing to the arrangements for the field visit of the EB; and iv) supporting the Deputy Secretary.   

Key functions, accountabilities, and tasks:

  1. Efficient, appropriate, timely and accurate information flow with President, Vice-Presidents and members and observers of the Executive Board

This task involves assisting the Secretary and Deputy Secretary in ensuring efficient, timely, and accurate communication with Executive Board members and the Bureau, updating contact, and mailing lists, and managing the OSEB mailbox to address incoming requests promptly. Responsibilities include maintaining and circulating the informal and joint calendars of the Executive Boards, preparing, and sending invitations, and responding to queries from various stakeholders. Additionally, the role prepares for monthly meetings of the President and Vice-Presidents, coordinating participation, logistics, and background materials, and preparing meeting minutes. Coordination with the Executive Officer ensures high-level visitors have required access and respect for protocol, while preparations for annual orientation briefings and the onboarding of new Bureau members are also part of the role.

  1. Functions related to Board formal sessions, and other Board meetings and consultations.

This task involves preparing and reviewing credentials and participant lists for Executive Board sessions, and managing the speakers’ list according to protocol, including acting as a focal point for delegates’ inquiries. It supports the Secretary and Deputy Secretary on the podium and assists the Executive Officer with logistics. The role includes coordinating session choreography with team members and preparing post-session participation statistics and reports. Additionally, it handles logistics for meetings outside formal sessions, supports coordination of presentations and documentation, prepares background materials, and manages participant lists and post-meeting statistics for informal briefings.

  1. Functions related to the Field visits of the Executive Board

This task involves organizing field visits for Executive Board members by preparing information notes, coordinating travel arrangements (flights, visas), and liaising with UNICEF Country Offices for logistics. It also includes preparing background materials and arranging preparatory briefings. Additionally, the role supports the Executive Officer with official travel arrangements and travel claim settlements, adhering to UNICEF procedures and policies.

  1.  Administrative support and other matters

This task involves establishing and maintaining an alert system for upcoming events, preparing advance drafts of time-sensitive communications for review, and supporting the Deputy Secretary with administrative tasks such as travel arrangements and preparing documentation and presentations. It includes conducting information searches upon request and maintaining an efficient filing system for rapid information retrieval. Additionally, the role undertakes special tasks as required by the Deputy Secretary/Secretary within the area of competency.

 To qualify as an advocate for every child you will have…

The following minimum requirements:

Education:

Completion of secondary education (High School) is required. Completion of other advanced diploma or qualifications in line with service field is considered an asset.

A bachelor’s degree from a recognized academic institution in a field relevant to the position may replace three years of related work experience. A master’s degree may replace an additional two years.

 

Work Experience: 

A minimum of six (6) years of progressively responsible administrative support services in external relations, public affairs, or international development cooperation, preferably within the UN, or in a government institution, NGO is required. Experience in a similar role in the UN/UNICEF is an asset.

Prior experience of working in coordination, planning, protocol, or in an executive office will be an asset.

Skills:

  • Excellent oral and written communication skills.
  • Experience in protocol is an asset.
  • A proven ability to act with discretion and diplomacy is essential for this function.
  • High standards of integrity and confidentiality.
  • Proven ability to work effectively and efficiently as a team, coping with pressure and setbacks, as well as responding and adapting to change.
  • Strong drive for results, as well as planning and organizing skills.
  • Demonstrated ability to work in a multicultural environment and establish harmonious and effective working relationships.
  • Ability to work proactively and with minimal supervision, following instructions, procedures, and policies, and keeps to schedules delivering work on time.
  • Excellent time management skills to deal with conflicting and urgent priorities.
  • Good knowledge of standard office software and tools.
  • Determine appropriate protocol in dealing with Board delegations, other participants and UN system colleagues, and determine how to “act” (not just react) in different situations, exercising full tact and knowledge of the circumstances involved.
  • Determine the appropriate response in dealing with unexpected problems which may arise during high pressure peak periods; uses courtesy, professional judgement, and respect to clients in answering queries or referring them elsewhere.

Language Requirements: 

  • Fluency in English is required. Proficiency in another language, particularly one of the other official languages of the United Nations (Arabic, Chinese, French, Russian, Spanish) is highly desirable.

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

The UNICEF competencies required for this post are…

  1. Builds and maintains partnerships
  2. Demonstrates self-awareness and ethical awareness
  3. Drive to achieve results for impact
  4. Innovates and embraces change
  5. Manages ambiguity and complexity
  6. Thinks and acts strategically
  7. Works collaboratively with others 

Familiarize yourself with our competency framework and its different levels.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of benefits to our staff, including paid parental leave, time off for breastfeeding purposes, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF does not hire candidates who are married to children (persons under 18). UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. UNICEF is committed to promoting the protection and safeguarding of all children. All selected candidates will undergo rigorous reference and background checks and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason. 

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for positions at the national officer and general service category.]

Additional information about working for UNICEF can be found here.

 

Advertised: 12 Jun 2024 Eastern Daylight Time
Applications close: 27 Jun 2024 Eastern Daylight Time

Apply now
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