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Programme Associate

UNICEF

Job Description

 

Job no: 565457
Contract type: Fixed Term Appointment
Duty Station: New York
Level: G-6
Location: United States
Categories: Education

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

In support of UNICEF’s Strategic Plan, the Education Section works to advance access, participation and learning outcomes for marginalised children through policy leadership and support to countries for excellence in programming. Improving learning is the overarching programme priority, particularly in light of UNICEF’s new Education strategy, which seeks to accelerate progress towards addressing the learning crisis.

For every child, Education…

Under the supervision and guidance of the Senior Adviser for Management, Advocacy and Partnerships, the Programme Associate is responsible for executing a broad range of tasks for the section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies. The Programme Associate works in close collaboration with a variety of internal and external stakeholders and partners, from headquarters, country and regional offices to resource and implementing partners. In this capacity, the need to project the image of a credible and reliable partner is critical, and the efficiency and effectiveness of efforts directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality and impact of process execution.

Summary of key functions/accountabilities:

  • Executive support to Director
  • Budget Management support
  • Administrative support
  • Programme support

How can you make a difference?

Meetings/Events/Logistics

  • Support meetings and events by coordinating availability and making the logistical arrangements, through engagement with facilitators, caterers and hosts.
  • Prepare and maintain agendas on meeting and events; coordinate background materials for participants and upload cleared materials where necessary.
  • Liaise with budget focal points regarding costs and needs.

Travel

  • Prepare and consolidate the quarterly travel plan for the section.
  • Assist in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
  • Provide information and travel assistance to staff based on the organization's rules and policies.
  • Liaise with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
  • Manage travel records to ensure accurate transactions related to travel costs and staff travel.
  • Monitor travel certification and report back to the team.

Budget

  • Serve as Budget Focal Person and provide guidance on related rules and regulations.
  • Provide support on budget revision/preparation, implementation status, operational, and financial closure.
  • Support payroll management by forecasting payroll needs and allocate funds accordingly.
  • Carry out transactions in VISION pertaining to grants, such as registering grant allotments and tracking expiring programme grants.

Supplies/Equipment

  • Support management of office supplies and equipment.
  • Monitor adequate and appropriate use of supplies; update inventory of items as needed.
  • Ensure that services and maintenance of supplies are in accordance with organizational standards.
  • Arrange for the purchase and timely distribution of office supplies.

Procurement

  • Support management of partnership agreements in line with the organizational policies and guidance.
  • Facilitate the processing of contracts for consultants and external partners; prepare and file documents, complete necessary forms and templates, upload TORs in VISION, and make necessary logistical arrangements.
  • Responsible for collecting invoices and filing documents for approval, uploading electronic files and thereafter processing in VISION.
  • Respond to client transaction status and other inquiries.
  • Keep vendor lists, partners, and consultant rosters up-to-date.

Management Support

  • As the Attendance Focal Point for the section, the incumbent generates attendance report as needed.
  • Support the monitoring of relevant management indicators and provides guidance to the section regarding related actions required.

To qualify as a champion for every child, the candidate must have…

  • Completion of secondary education in public administration, finance, international relations, political science, or another relevant technical field is required.
  • A minimum of six (6) years of relevant professional work experience in office management, administration, finance, administrative or clerical work experience, preferably within the UN, a government institution, or an NGO is required.
  • Non-US candidates MUST be in possession of an existing US G4 visa or be a US permanent resident/citizen.
  • Passing the GGST Exam (Global General Service Test) or UN ASAT in English is required.
  • Experience with executive support, programme support functions and/or budget management is considered an asset.
  • Relevant experience in a UN system agency or organization is considered as an asset.
  • Advanced computer literacy and the ability to effectively use standard office software tools (MS Office, Enterprise database) and other office technology to create documentation, exchange and archive e-mail, and maintain electronic filing systems is highly desirable
  • Working knowledge of UNICEF programme policies and administrative and financial procedures is desirable.
  • Experience in VISION desirable.
  • Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

For every Child, you demonstrate…

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

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, therefore, 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, which will be facilitated by UNICEF, is required for IP positions. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid).

Government employees that are considered for employment with UNICEF are normally required to resign from their government 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 only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/”

For more information on remuneration and benefits, please visit UNICEF’s Entitlements’ page. If you would like to find estimates for entitlements, you may use the online Salary Estimate Calculator

  • Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

Advertised: 31 Aug 2023 Eastern Daylight Time
Deadline: 14 Sep 2023 Eastern Daylight Time

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