Consultant: Administrative Services, New York

• Organization: UNICEF - United Nations Children's Fund
• Country: United States
• City: New York
• Office: UNICEF New York
• Follow @UNjobs

UNICEF 633 3rd Avenue New York, NY (212) 497-0193

Closing date: Saturday, 20 August 2016

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Job no: 498403
Work type: Consultancy
Location: United States of America
Categories: Consultancy
If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.
For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.
Background & Rationale
UNICEF is in the process of implementing its Gender Action Plan 2014-2017. The GAP elaborates the gender dimensions of the programmatic results across the seven outcome areas of the Strategic Plan along with the relevant indicators for measuring success. It also specifies the steps UNICEF is undertaking with regard to institutional effectiveness in implementing the programmatic work on gender, through commitment of resources and strengthening of staffing, capacity and systems. The Gender Section in the Programme Division serves as the Secretariat for the communication and implementation of the GAP.
Purpose
The Consultant - Administrative Services is responsible for executing a broad variety of standardized administrative tasks for the Gender Section requiring thorough knowledge of UNICEF administrative procedures, processes and policies.
In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.
Expected results: (measurable results)
Administrative and operations support.
Summary of key functions/accountabilities

• Travel
• Invoice Processing
• Support of contracting of consultants and service providers
• Events and Conferences
• General Administrative Duties

Travel

• Provides travel assistance to staff in section for travel arrangements and entitlements based on the organization's rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
• Briefs/de-briefs staff members on issues relating to administrative matters such as visas, security clearance, documentation procedures.
• Extracts, inputs, maintains and verifies correctness of travel records in the organization's travel system to ensure accurate transactions related to travel costs and staff travel
• Assist in the preparation of budgets on travel costs and maintain travel budgetary control records.

Invoice Processing

• Responsible for collecting invoices and filing documents for approval and submitting to NYHQ-PG-Invoices PGInvoices@unicef.org for processing.
• Upload electronic files and verify results to destination system.
• Respond to client transaction status and other inquiries.

Support of contracting of consultants or other service providers

• Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading relevant documents in vision, and making necessary logistical arrangements.
• Keeps vendor lists, partners, and consultant rosters up-to-date.

Events and Conferences

• Supports conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• Arranges times through liaising with participants over availability.
• Liaises with budget focal points and section over costs and needs.
• Prepares background materials for participants.

General Administrative Duties

• Maintain hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information
• Arrange for the purchase and timely distribution of office supplies.
• Other general administrative tasks that are required.

End Results
administrative support services provided to the section at large to facilitate smooth running of the Office and effective processing and presentation of contracts, information and data.
Duty Station
The consultant will be based in UNICEF HQ located in New York
Timeframe
Start date: 13 September 2016 End date: 31 August 2017
Remuneration monthly upon satisfactory deliverables and days worked. Days not worked will be deducted at the negotiated daily rate.
Key competences, technical background, and experience required Deadline

• Completion of Secondary Education (e.g. High School Diploma) is a minimum requirement.
• Completion of university-level courses is highly desirable.
• A minimum of four (4) years of work experience at junior level in the area of administrative support services, including work experience in accounting, finance or budget is required.
• Prior experience in managing office processes and events for a fast-paced programme team with multiple demands is highly desirable.
• Advanced knowledge in the Microsoft Suite of Products (including MS Word, MS Excel & MS PowerPoint) and incorporate financial systems is required.
• Passing score on the GGST Exam (Global General Service Test) or UN ASAT in English is desirable but not required.
• Non-US candidates must be in possession of a US G4 visa or be a US permanent resident/citizen.
• Fluency in English (verbal and written) is required.
• Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, and Spanish) is considered an asset.

Competencies of Successful Candidate are

• Communicates effectively to varied audiences, including during formal public speaking.
• Able to work effectively in a multi-cultural environment.
• Sets high standards for quality of work and consistently achieves project goals.
• Analyzes and integrates potentially conflicting numerical, verbal and other data from a number of sources.
• Demonstrates and shares detailed technical knowledge and expertise.
• Sets clearly defined objectives and plans activities for self, own team or department.
• Ability to work under pressure and maintain a high quality of output.

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Please indicate your ability, availability and daily/monthly rate (in US$) to undertake the terms of reference above (including travel and daily subsistence allowance, if applicable). Applications submitted without a daily/monthly rate will not be considered.
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.
Advertised: Aug 08 2016 Eastern Standard Time
Application close: Aug 19 2016 Eastern Standard Time