Country: United States of America
Closing date: 20 Oct 2014
We are pleased to announce the following vacancy:
JOB ID: 2671
CLOSING DATE: 20 October 2014 (5.00 p.m. New York time)
POST TITLE: Administrative Associate
CATEGORY: ICS-6 (G6)
POST NUMBER: 00034178
DUTY STATION: New York
DURATION: One year (renewable)1
ORGANIZATIONAL UNIT: Humanitarian and Fragile Contexts Branch, Programme Division
ORGANIZATIONAL LOCATION:
This post is located in the Humanitarian and Fragile Contexts Branch (HFCB) of the Programme Division.
JOB PURPOSE:
The Administrative Associate is responsible for overall Branch administrative, logistical and financial support. The incumbent also provides all administrative support at HFCB level and provides guidance and support to HFCB Staff on administrative issues.
DUTIES AND RESPONSIBILITIES:
The incumbent is expected to perform the following duties:
• Make travel arrangements, including drawing up itineraries, preparing travel authorization and visa forms, obtaining clearances and signatures, collecting tickets, processing travel claims as well as requesting for reimbursement of travel expenses. Maintains travel plans, travel reports.
• Prepare and make necessary arrangements for recruitment of international consultants, including completing recruitment forms, terms of reference, verification of account numbers and follow up on claims.
• Maintain and update all administrative files of HFCB.
• Provide logistical support for conferences, meetings and workshops.
• Work with Programme Associate to communicate with budget owners on project monitoring and financial report issues;
• Serve as a backup to the Programme Associate during his/her leave; and
Carry out other administrative tasks as may be assigned by the Branch Chief or Humanitarian Specialist.
WORK RELATIONS:
Liaison and interaction with relevant HQ units, UNFPA Regional and Country Offices; other UN agencies, NGOs.
REQUIRED COMPETENCIES:
i) Values: Integrity, commitment, embracing diversity, embracing change
ii) Core Competencies: Achieving results, accountability, developing professional expertise, analytical thinking, working in teams, communicating for impact
iii) Required Skillset:
• Providing logistical support
• Managing data
• Managing documents, correspondence and reports
• Managing information and work flow
• Planning, organizing and multitasking
• Supporting financial data analysis
REQUIRED QUALIFICATIONS:
Education:
• University degree, required.
• Additional training in areas of finance and administration.
•
Knowledge and Experience:
• At least 6 years of experience in the full range of UN system rules and regulations covering finance, project management, general administration and human resources.
• Proficiency in use of spreadsheets, knowledge of Word, Excel and PowerPoint.
• Good writing and communication skills.
Languages:
Fluency in English required. Knowledge of other official United Nations languages an asset.
UNFPA provides a work environment that reflects the values of gender quality, teamwork, respect for diversity, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply.
We offer an attractive remuneration package commensurate with the level of the position. The package includes a competitive net salary plus health insurance and other benefits.
How to apply:
How to Apply:
UNFPA has established an electronic application management system. This allows applicants to create a candidate profile, which can be updated regularly and submitted for more than one vacancy.
Download the Step by Step Guide to Applying in the E-Recruit System of UNFPA at http://www.unfpa.org/employment/application_guide.doc.
Please print out the Guide for your reference during the registration and application process.
SPECIAL NOTE:
Please note that 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. Applicants must pass the UN ASAT in order to be eligible to be appointed against the post. We will only be able to respond to those applicants in whom UNFPA has a further interest.
Notice: There is no application, processing or other fee at any stage of the application process. UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.
1 No expectancy of renewal in accordance with UN Staff Regulations 4.5
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