Background Information
Closing Date: 30 June 2022 (5 pm New York time)Contract Type:
Fixed-term Duration: One year (renewable)*
Duty Station: New York
* No expectancy of renewal in accordance with UN Staff Regulations 4.5
SPECIAL NOTE: Applicants applying for UNFPA General Service posts located in New York must have a valid G-4 visa or U.S. Permanent Residency or U.S. Citizenship at the time of their application. Additionally, applicants must have passed the UN Clerical Test (GGST/ASAT) in order to be eligible to be appointed to this position.
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The Position:
The Administrative Assistant works in the Office of the Executive Director (OED) in the ICPD25 Follow-up Secretariat and reports directly to the Global Coordinator ICPD25 Follow-up. The incumbent provides administrative support to the High Level Commission on the Nairobi Summit on ICPD25. Follow-up and the coordination efforts to ensure a coherent institutional approach and coordination across diverse UNFPA business units to advance the follow-up to the Nairobi commitments.
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A. Partnerships & Logistical Support
- Supports the information exchange between Secretariat and the HLC Co-Chairs and Commissioners, as well as other counterparts such as Permanent Missions, Civil Society, UN agencies and other stakeholders, as well as between the Secretariat and other business units.
- Organizes and provides administrative support to meetings of the HLC and its working groups, as well as meetings with internal and external partners, events, and webinars for the Secretariat.
- Maintains and updates contact information and focal points of respective partners in relation to the HLC and ICPD25 Follow-up processes.
- Screens incoming correspondence bringing to supervisor’s attention urgent matters; handles sensitive correspondence with utmost tact and confidentiality; and monitor follow-up actions.
- Screens and redirects phone calls, handles routine enquires from within and outside of the organization; arranges appointments and maintains supervisor’s appointment calendar.
- Manages and regularly updates the matrix of key events relevant to ICPD25 follow-up; support UNFPA’s outreach to stakeholders and partners in intergovernmental and interagency processes.
- Manages all logistical and physical arrangements related to the functioning of the Secretariat, including, but not limited to reservations of conference rooms, refreshments and technical facilities.
- Sends out meeting invitations and background documents and file agenda, documents and final minutes of the meetings.
B. Administrative Support
- Prepares correspondence for the signature of the Global Coordinator.
- Assists in the preparation and monitoring of Secretariat workplan, including entries in institutional platforms and Results Monitoring Systems, such as Strategic Information System(SlS)/MyResults, GPS, etc..
- Researches and drafts responses to enquiries received by the team.
- Prepares travel authorizations and makes travel arrangements for the HLC Co-Chairs, Commissioners, and Secretariat members, as required; prepares travel documentation for issuances of tickets and expenditure report upon return.
- Manages and updates all administrative files on mission travel, mission reports, and leave.
- Provides administrative support to the Secretariat’s recruitment processes, including that of consultants and interns.
- Maintains an office e-filing system, a follow-up system and electronic mailing lists for the unit.
- Supports and maintains the calendar of the Global Coordinator’s calendar.
- Conducts documentary research; gathers and compile data and information for the preparation of documents, guidelines and briefing notes, as required.
- Undertakes administrative tasks, such as procurement, payment processing, hiring, travel arrangements, etc. using the UNFPA ERP systems and applications, as required; and applies UNFPA rules, regulations and procedures.
- Reviews, edits, and ensures conformity with the Fund's guidelines and procedures, including financial rules and regulations, for all correspondence for the attention of the Global Coordinator.
C. Finance Support
- Supports the management of the financial resources allocated to the ICPD25 follow-up Secretariat.
- Contributes to budget planning in accordance with the workplan; and conducts the Secretariat’s procurement activities as required.
- Conducts quality assurance of the management of budget of the ICPD25 follow-up Secretariat, ensures its budget distributions and expenditures are in line with its annual workplan.
- Monitors and prepares an analysis of budget allocations, expenditures ceilings and general use of funds trends, and expense reports and advises the Global Coordinator.
- Ensures swift processing of financial transactions, including payments to vendors, claims, cost recovery, billing, overtime payments.
- Ensures that financial transactions for ICPD25 projects, seed grants, as well as advances of funds to implementing partners, are processed in an accurate and timely way and in accordance with relevant policies and procedures.
- Ensures that financial resources are spent in compliance with donor requirements and timeframe of the project; and supports the preparation of interim and final financial statements to donor.
- Carries out any other duties as may be required by the Secretariat.
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Qualifications & Experience
Education:
Completion of secondary level education with additional training in administration and management. First level university degree or certification in Accounting, Finance or Business Administration is desirable.
Knowledge and Experience:
- 5 years of relevant experience in the administration; UN experience an asset;
- The incumbent should have the ability to organize work independently with minimum supervision;
- He/she has to work productively in a multi-cultural team and has to be able to work under pressure, gain support from others and produce quality work;
- Experience is using Atlas/PeopleSoft is preferred;
- Excellent communication and writing skills;
- Strong interpersonal and organizational skills;
- High level of computer literacy in Microsoft office
- Excellent attention to detail
- Successful completion of the UN Global General Service Test
Languages:
Fluency in English required; knowledge of another UN language is an asset.
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UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.
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Please understand that UNFPA is not in a position to provide advice on or assistance in applying for any citizenship.
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We are no longer accepting applications for this position.
