Job: Administrative Assistant

Location: New York
Deadline: Wednesday, 30 October 2013

Purpose of the Position

Under the direct supervision of the Senior Education Adviser, which includes review/approval of relevant work tasks upon completion, the incumbent is expected to provide administrative assistance to professional staff members in the Planning, Capacity Building, and Knowledge Management Hub of the Education Section. MINIMUM ELIGIBILITY REQUIREMENTS: - MUST PASS THE UN ASAT (Administrative Support Assessment Test) IN ENGLISH (please mention in your cover letter whether you passed this exam) - NON-US CANDIDATES MUST BE IN POSSESSION OF A US G4 VISA OR BE A US PERMANENT RESIDENT

Key Expected Results

1. Description of responsibility Screens incoming mail to determine priority and researches background information as necessary. Replies to routine correspondence; drafts replies to correspondence. In the absence of theSenior Education Adviser, ensures that the continuity of the operation of the assigned unit is maintained. Takes action on urgent correspondence by liaising with other staff members of the Education Section. End Result(s): Unit correspondence addressed in a timely fashion.

2. Description of responsibility Arranges appointments for supervisor, receives visitors, places and screens telephone calls, and responds to routine requests for information. End Result(s): Scheduling and meetings supported effectively.

3. Description of responsibility Assists with the critical Planning functions of Planning, Capacity Building, and Knowledge Management Hub of the Education Section, ensuring internal and external education meetings are executed efficiently through the provision of necessary logistical and administrative support. End Result(s): Section planning function well supported.

4. Description of responsibility Responsible for travel arrangements for professional staff members in the Planning, Capacity Building, and Knowledge Management Hub; liaises with Travel Unit; makes hotel reservations in urgent cases and completes travel requests, visa applications, reimbursement of expenses and other documents for travel. Calculates travel costs, per diems and other expenses. End Result(s): Unit's travel organized efficiently.

5. Description of responsibility Provides administrative support to professional staff members and consultants working with the assigned Planning, Capacity Building, and Knowledge Management Hub. End Result(s): Effective administrative support provided.

6. Description of responsibility Accountable for proper maintenance of office records and reference files activities related to the work of the Planning, Capacity Building, and Knowledge Management Hub. End Result(s): Unit's documentation organized effectively.

7. Description of responsibility Performs other duties as required. End Result(s): Unplanned activities effectively supported.

Qualifications of Successful Candidate

• Completion of Secondary Education (e.g. High School Diploma) is a minimum requirement
• A minimum of four (4) years of work experience in the area of administrative support services is required.
• Knowledge of UN/UNICEF'S rules, regulations and procedures is considered an asset.
• Advanced knowledge in the Microsoft Suite of Products (including MS Word, MS Excel & MS PowerPoint) is required. Basic knowledge of SAP is highly desirable
• Fluency in English is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is considered an asset.
• Must pass the UN ASAT (Administrative Support Assessment Test) in English (please mention in your cover letter whether you passed this exam)

Competencies of Successful Candidate

• Communicates effectively.
• Able to work effectively in a multi-cultural environment.
• Sets high levels of quality and productivity for self.
• Analyzes and integrates verbal, numerical and other types of data.
• Rapidly learns new tasks relevant to own job and quickly commits information to memory.
• Sets self clearly defined tasks in line objectives set by the line manager.
• Follows spoken and written instructions without unnecessarily challenging others' authority.

Remarks

This is a project funded post with funds available for one year. UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.

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