Administrative Associate

UN Children's Fund, Delhi, India
 UN Children's Fund logo
Job Summary

Job Description

UNICEF works in 190 countries and territories to protect the rights of every child, everywhere, every day, to build a better world for everyone. UNICEF has spent 70 years working to improve the lives of children and their families. Defending children's rights throughout their lives requires a global presence, aiming to produce results and understand their effects. UNICEF believes all children have a right to survive, thrive and fulfill their potential – to the benefit of a better world. And we never give up!

For Every Child, AN ADVOCATE:

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programmes, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfil their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

The Communication, Advocacy and Partnerships (CAP) Section comprises of 12 specialists/officers working together with all 13 field offices and other sections to create compelling public-facing content and visibility to programme results and advocacy. Through multiple platforms and in multiple languages, CAP draws attention to the many facets of UNICEF’s work, encouraging public support, participation and action, as well as ensuring greater transparency and accountability.

The Communication, Advocacy and Partnership section is the custodian for communication production services and brand. This includes managing Long Term Agreements and relationships with service providers and individual vendors that provide support in communication content production. This includes film making, design, photography, writing, digital and video editing. The large volume of visibility and content production related support to programmes and field offices requires strong, coordinated admin support to manage the day to day processes related to providing these services, in-line with communication strategy.

How can you make a difference?

If you are a committed, creative professional and are passionate about making a lasting difference for children in the world's thereby ensuring a better future for every child, this is the chance to make a difference. Under the supervision and guidance of the supervisor, the Administrative Associate (communication services) is responsible for executing a broad variety of procedural and specialized administrative and supply related tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

The communication associate will provide supply and administrative support to the management of key communication and content production services and contracts (including general communication contracts and rosters, as well as events, photographic, audio-visual and graphic design production support services) with a specific focus on supply related procedures. The communication associate will also provide administrative support for the activities of the CAP Section and Network, as well as to major events.

Major duties and responsibilities:

  • Administrative Support to development, planning and execution of communication strategy and content production
  • Budget Monitoring
  • Office Planning & Project Management
  • Procurement
  • Communications & Workflow
  • Calendar/Meetings/Correspondence Management
  • Events/Logistics
  • Invoice Processing
  • Supplies/Equipment

​​​​​​​Administrative Support to development, planning and execution of communication strategy and content production

  • Drafts and reviews ToRs (Terms of Reference)for content production and other related communication services.
  • Provides support to manage Long Term Agreements and assigns service providers and individual vendors in consultation with the digital and content team.
  • Provides administrative support to facilitate the processing of contracts for consultants and external partners/service providers that provide a service to the section, especially for digital content production and events. This includes preparing and filing documents, completing necessary forms and templates, and making logistical arrangements.
  • Responsible for collecting invoices, checking invoices in consultation with the contract supervisor and filing documents for approval. Liaises with programme assistant and relevant colleagues for payments.
  • Supports monitoring and inputs to the content production and planning calendars.
  • Supports other administrative and communication related tasks as required by the section.

Budget Monitoring

  • Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
  • Prepares and maintains records, documents and control plans for the budget monitoring of project/programme implementation.

Office Planning & Project Management

  • Monitors project implementation against established milestones and makes recommendations to improve performance.
  • Helps ensure timely compliance with agreed deadlines.

Procurement

  • Guides managers in the process and SOPs (Standard Operating Procedure) for the Section’s LTAs (Long Term Agreement)in line with the policies and guidance issued by the office, supply division and DHR (Division of Human Resources).
  • 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 TOR’s in VISION, and making necessary logistical arrangements.
  • Maintains detailed records on contracted work for content production.
  • Keeps vendor lists, partners and consultants rosters up to date.

Communications & Workflow

  • Manages incoming and outgoing correspondence, e-mails and telephone calls.
  • Communicates routine and some non-routine information pertaining to the work of the team.
  • Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate.

Calendar/Meetings/Correspondence Management

  • Maintains office calendar and arranges meetings as required with a special focus on content production and content planning
  • Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.

Events/Logistics

  • Liaises with budget focal points and section over costs and needs.
  • Prepares and maintains agendas on meetings and events
  • Supports engagement with event management agencies
  • Provides administrative support for events as required.

Invoice Processing

  • Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.
  • Uploads electronic files and verifies results to destination system.
  • Responds to client transaction status and other inquiries.

Supplies/Equipment

  • Monitors and supervises adequate and appropriate use of supplies as related to communication, arranges for the purchase and timely distribution of office supplies and equipment as required.

For every Child, you demonstrate

Core Values (Required)

  • Commitment
  • Diversity and Inclusion
  • Integrity

Core Competencies (Required)

  • Communication [ II ]
  • Working with People [ II ]
  • Drive for Results [ II ]

Functional Competencies (Required)

  • Analyzing [ II ]
  • Learning and Researching [ II ]
  • Planning and organizing [ II ]
  • Following Instructions and Procedures [ II ]

TECHNICAL KNOWLEDGE

Specific Technical Knowledge Required

  • Training and experience using MS Word, Excel and PowerPoint
  • Organizational, planning and prioritizing skills and abilities.
  • Ability to deal patiently and tactfully with visitors.
  • High sense of confidentiality, initiative and good judgment.

Common Technical Knowledge Required

  • Ability to work effectively with people of different national and cultural background.
  • Ability to work in a team environment to achieve common goals.

General knowledge 

The development sector.

Technical Knowledge to be Acquired/Enhanced

  • In-depth knowledge of UNICEF organizational structure, administrative policies and procedures.
  • UNICEF style and brand guidelines.

Requirements of the position (QUALIFICATIONS, SKILLS AND COMPETENCIES):-

Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.

Experience: A minimum of 6 years of relevant administrative or clerical work experience is required.

Language Requirements: Fluency in English is required. Knowledge of another UN language or local language including Hindi is considered as an asset.

Source: http://www.unicef.org/about/employ/?job=521396


menu
menu