UNICEF recruits 01 Administrative Associate (Events), GS-6

UNICEF works in 190 countries and territories to protect the rights of every child. 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.

Click here to learn more about UNICEF:   https://youtu.be/E1xkXZs0cAQ

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 programs, 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.  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.

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.

Key functions/ accountabilities and related duties/tasks:

1. Receive and acknowledge requests for upcoming conferences/workshops/network meetings from various sections of Delhi. Obtain rates from hotels following the established work process, prepare the comparative of rates, and ensure suitable venue is identified as per the timelines mentioned in the work process.
2. Raise Purchase Order in SAP low value Purchase orders and Low value purchase orders in SAP system, as per the timelines mentioned in the work process. Prepare budget for mega events for Sections / ROSA / HQRS within 5 working days of request.
3. Receive and scrutinize all bills received from hotels/vendors, prepare working sheet with tax break up and hand over to Programme Section for service entry.
4. Work closely with the account’s manager of hotels for verification/clarification on items charged; for residential workshops ensure that personal bills are removed if included and resubmitted for payment. Ensure proper tax invoices are submitted.
5. Liaise with and provide support to UNICEF Sections in planning, preparation of budget and action plan for conferences and events.  Act as a focal point in admin for all conference /workshop related details. Co-ordinate between Sections and identified event management agencies for large/special events and assist as required. Co-ordinate with Admin Asst (protocol) for high profile events as required.
6. Make hotel/stay arrangements for visitors/guests-through networking with hotels, inviting proposals, adjudication of the proposals received, negotiating for best rates, placing order with details.
7. Support in VISION related work for the Events and other Admin Areas.
8. Do a Market Survey of new hotels and if found appropriate, update local hotel directory/guest house with market survey information and share on the intranet/common drive. Update global hotel directory by coordinating and follow up with State Offices for inputs.
9. Prepare quarterly management reports on meetings and workshops and visitors including costs, etc.
10. Support in UNICEF Cafeteria management and make arrangements and provide support for catering and by maintain a list of outdoor Catering Service providers, inviting rates, comparative tabulation of rates done, and order issued.

Qualifications or specialized knowledge/experience/competencies required for the assignment:

EDUCATION

Completion of secondary education.  Training in administrative field is desirable.

WORK EXPERIENCE:

Minimum Six years of progressively responsible clerical and administrative work. Experience of working on budget monitoring required.

LANGUAGES:

Fluency in English is required. Knowledge of Hindi is an asset.

IMPACT OF RESULTS:

• G-6 Admin Associate is predominantly responsible and accountable for booking of hotels and organizing catering services, in and outside of the office.  Initiating, monitoring and ensuring the provision of administrative services allows the professional staff of the organization to focus on substantive core work. This may include supervisory responsibilities with accountability for the work of administrative assistants, temporary staff and/or consultants.
• Administrative Associates represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests. External contacts include counterparts in international organizations, bi-lateral and multi-lateral institutions and national governments to organize meetings, workshops and conferences. Communications involve the exchange of information across the UNICEF at the most senior levels and externally to governing body representatives.
• The work priorities and alternative course of action to meet deadlines/objectives are to be performed according to the established schedule determined by the supervisor.
• The impact of these decisions affects the functioning of the offices, the working atmosphere and relationship within ICO. Failure to adherence to established procedures and assigned responsibilities would affect the work performance of the assigned unit, user sections.  In extreme cases could affect the UNICEF image and loss of UNICEF resources. The post acts under some supervision but the incumbent is expected to exercise judgment and take initiative whenever required.

COMPETENCIES:

Core Values (Required)

• Care
• Respect
• Integrity
• Trust
• Accountability

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)

For every Child, you demonstrate…

Our core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results. To view our competency framework, please click here. 

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified candidates from all national, religious, gender and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.

UNICEF has recently become the first United Nations agency to be awarded the EDGE certification – the leading global standard for gender equality in the workplace. UNICEF’s commitment to EDGE reaffirms our pledge to gender equality and inclusion all UNICEF staff worldwide.

This certification recognizes UNICEF’s commitment to achieving significant milestones in gender equality for all its staff, including strong gender balance at all levels of the organization, pay equity, a solid framework of policies and practices, and an inclusive workplace culture.

“UNICEF’s most important asset is our staff — all of our staff. Gender diversity and equal opportunities for men and women is not only a matter of rights. It makes us more effective as an organization.” Henrietta H. Fore, UNICEF Executive Director.

 For more information on UNICEF EDGE Certification, kindly view the video here.

 Remarks:  

• Selected applicant will have an initial two (2) year fixed-term contract, with possibility of extension, subject to satisfactory performance.
• Only shortlisted candidates will be notified and advance to the next stage of the selection process, which involves various assessments.
• UNICEF does not charge a fee at any stage of the recruitment process including application, interview, meeting, traveling, processing, training etc. UNICEF is a nonsmoking working environment.

For more information about UNICEF India, please refer to the link below: – http://unicef.in/Wherewework

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