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 supports the Sexual Reproductive Health Branch by managing information, providing programmatic and administrative support and participating in finance specific tasks including creating requisitions and processing payments. The assistant will also provide support in the preparation, editing and finalization of presentations, reports and policies when necessary.
The Assistant will report directly to the Chief, Sexual Reproductive Health Branch.
How you can make a difference:
UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.
In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
You would be responsible for:
Support Branch in Administrative activities
- Manage the calendar and schedule of the branch Chief;
- Ensure smooth and efficient information flow within the branch;
- Complete requisitions, purchase orders and receipts as needed for the branch using Quantum Finance module, in line with corporate policies, procedures and deadlines, working with the UNFPA Supply Chain Management Team (SCMU) and Division for Management Services (DMS);
- Support team with travel plan submission to branch Chief and Technical Division Director as well as initial travel arrangements with travel agency and submission of travel requests via UNALL including facilitating visa, UNLP requests and renewals for team members by working with the relevant units;
- Make use of corporate database systems such as the quantum, global directory, AoDocs, Google suite and consultant roster in support of the team. This includes the utilization of specialized systems such as google forms for the back-end creation of data collection forms through surveys to country office teams and partners;
- Support the preparation of papers for the recruitment of interns, consultants and other temporary staff;
- Assist in timely processing of payments to vendors for services required for specific projects such as printing, banner production, promotional materials, meetings, catering etc.;
- Coordinate results planning, reporting and monitoring by all team members by ensuring timely submission in myResults;
- Make routine updates in applications such as branch calendar for leaves and missions, managed by the branch;
- Maintain an office filing system and assist in archiving;
- Management of team leave and attendance.
Planning and meeting support
- Support the organization and scheduling of internal meetings, consultations, workshops, conferences, meetings as required, and prepare meeting minutes, follow up where required;
- Facilitate planning and organize meetings ensuring information dissemination, agenda preparation, the participation of members, room availability, telecommunication etc and liaising with security and registering participants;
- Provide proofreading and formatting support for documents and presentations;
- Provide periodic updates on Branch work plan implementation;
- Provide hospitality/catering/logistical support for meetings/conferences organized by the Branch in and out of HQ.
Support data and file management functions
- Assist in research and reporting activities of the Branch, including by compiling, synthesizing, and analyzing relevant information and preparing and editing reports of the Branch;
- Assist with preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making;
- Assist with visualizations and updating information material such as brochures;
- Assist in coordinating annual reports produced by the branch by supporting data collection and validation of information;
- Support with compiling background documentation, agenda and participants' list for meetings organized by the branch.
Support the SRH branch sub teams on specific areas of engagement both internally and externally
- Respond to internal and external requests for documents and information;
- Assist in dissemination of SRH information and programme guidance to partners and UNFPA country and regional offices, as well as from global to project level and vice versa;
- Apply UNFPA rules, regulations and procedures;
- Carry out any other duties as may be required by branch and division leadership.
Qualifications and Experience:
Education:
Secondary school education. Undergraduate or equitable level in Public administration, Social Science or related field is desirable.
Knowledge and Experience:
- Five or more years of relevant experience in Administration and Management;
- Proven, excellent report writing abilities, with strong analytical orientation, initiative and resourcefulness;
- Strong understanding of research, planning and Communication;
- Ability to work independently, to plan, prioritize and deliver tasks on time;
- Ability to identify, understand and accommodate the objectives of different stakeholders, to ensure that their contributions are effectively harmonized into the final products and that collaboration between all stakeholders is optimal;
- Excellent interpersonal, communication and team skills; ability to participate effectively in a team-based, information sharing environment;
- Must be highly organized and possess initiative and sound judgment;
- Demonstrated ability to work in an international and multicultural environment.
Languages:
Fluency in English; knowledge of other official UN languages, preferably French and/or Spanish, is desirable.
Required Competencies:
Values:
- Exemplifying integrity
- Demonstrating commitment to UNFPA and the UN system
- Embracing diversity in all its forms
- Embracing change
Core Competencies:
- Achieving Results
- Being Accountable
- Developing and Applying Professional Expertise/Business Acumen
- Thinking analytically and Strategically
- Working in Teams/Managing Ourselves and our Relationships
- Communicating for Impact
Functional Competencies:
- Thinking analytically
- Speaks and writes clearly and effectively, and communicates well overall
- Works collaboratively with colleagues to achieve goals, and excels at teamwork
- Develops goals, identifies priority activities, and allocates time and resources appropriately
- Takes ownership of all responsibilities, honors commitments, and displays high levels of accountability.
UNFPA work environment
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.
Compensation and Benefits:
This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.
Disclaimer:
UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm
In accordance with the Staff Regulations and Rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.
We are no longer accepting applications for this position.
