Program and Events Assistants

New York, NY, US

Job Number: 499448 | Vacancy Link
Location: Programme Division, UNICEF NYHQ
Work Type : 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

Sanitation Water for All (SWA) is a global partnership of over 150 country governments, private sector and civil society organizations, external support agencies, research and learning institutions and other development partners working together to catalyse political leadership and action, improve accountability and use scarce resources more effectively. Partners work towards a common vision of sanitation, hygiene and water for all, always and everywhere.

The Secretariat of the SWA global partnership is hosted by UNICEF at its Headquarters in New York. The SWA Secretariat is responsible for supporting the Steering Committee, Vice-Chair and Chair, promoting the country-level engagement of partners, and organizing global High-level Meetings of finance and sector ministers. 

Resulting from recent Steering Committee Meetings, it was decided that the Partnership will scale-up its work in the WASH Sector. There is therefore a need for additional capacity in the SWA Secretariat to support the increase in the size of the partnership and scale of the events held by the partnership; especially with the upcoming 2017 High-level Meetings of Finance Ministers and Sector Ministers. 

Purpose

Under the direct supervision of the SWA Secretariat Administrative Assistant, the consultants perform a variety of communication, information gathering, monitoring, technical and administrative services, in support of the SWA Secretariat in the WASH Section. 

Travel within the U.S. may be required.

The consultants will provide administrative support to the SWA team during a peak activity period (preparations for 2017 High Level Meetings in Washington, DC and subsequent follow up). Based on past major SWA meetings – which each convene 120-300 participants from 60 countries and dozens of partners – the Secretariat has learned that two additional full time administrative persons – skilled and knowledgeable about UNICEF systems and SWA dynamics – are required in order to successfully execute the complex meetings. Both consultants will:

  • Provide event and travel support
  • Contract services
  • Support financial management

Expected results: (measurable results)

Activities

  • Maintain up-to-date and accurate financial records including but not limited to expenditure records. Maintain reports used for donor and SWA Steering Committee reporting
  • Process all contracts and payments and monitor the budget and expenditures allocated to SWA and support the WASH Section budget focal point for preparation and operation of section budget, in consultation with the Chief
  • Provide logistical support to conferences, meetings, workshops, webinars and outreach (including, but not limited to formatting documents, preparing invitations (i.e. via mail merge), sending invitations via email and post, providing support with technology, setting up distribution lists and sending out emails,  making briefing packs, uploading presentations, booking travel, maintaining participants / event database)
  • Maintain discretion and confidentiality when dealing with sensitive information
  • Manage large volumes of information including but not limited to: capturing information for historical reference; data analysis; and filing.
  • Provide technical support on webinars, sending mass and/or personalized emails, etc.
  • Coordinate and schedule meetings and draft minutes for the SWA secretariat
  • Provide support as needed to the SWA Steering Committee, Executive Chair and Chair
  • Maintain SWA leave and travel plan
  • Assist with information dissemination including operationalizing and maintaining an effective information dissemination system and SWA contact database and drafting responses to queries
  • Support other admin assistants in the WASH section as needed

Expected Results:

  1. Contracts, invoices, and travel are completed and processed in a timely manner
  2. Meetings participants are offered needed support before and during their participation
  3. Budget and expenditure tracking systems and files are maintained and reporting to donors and the SWA Steering Committee is completed on time
  4. Files are kept orderly and large volumes of information are captured for historical reference in a concise, digestible manner 

Note each consultant will have a clear set of tasks. They will each support the team in the above activities simultaneously, due to the heavy workload and nature of the events, the tasks will be monitored by the Administrative Assistant and divided between the consultants accordingly.

Duty Station

UNICEF New York headquarters.

Applicants must already have a valid working permit and residency in the United States or a G-4 visa.

Timeframe 

Start date:   9 November 2016            End date:             31 May 2017

Key competences, technical background, and experience required Deadline

  • Completion of University-level education is a minimum requirement.
  • A minimum of two (2) years of relevant administrative, programme or event assistant work experience.
  • At least intermediate knowledge in the Microsoft Suite of Products (including MS Word, Excel, etc.) is required.
  • Prior experience in working with large volumes of data (entry and management) highly desirable
  • Prior experience organizing meetings and events including but not limited to travel arrangements, negotiating contracts with hotels and venue, logistics, registration, etc. is highly desirable
  • Project management experience is desirable
  • Knowledge of project management software, such as Smartsheet is desirable
  • Knowledge of UNICEF/UN System rules, regulations, procedures and systems is considered an asset
  • Basic knowledge of SAP is desirable
  • Must be able to work in a high-volume, changing environment on tight deadlines
  • An excellent command of the English language is required (writing, speaking, and comprehension)
  • Knowledge of one or more UN language desirable. Knowledge of French is highly desirable
  • Candidate must hold a valid passport as international travel may be required

 Competencies of Successful Candidate

  • Flexible
  • Detail-oriented and driven to achieve results
  • 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

 To view our competency framework, please click here

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.


Opening Date 4 Oct 2016 Eastern Standard Time
Closing Date 17 Oct 2016 Eastern Standard Time


POSITION TYPE

ORGANIZATION TYPE

EXPERIENCE-LEVEL

DEGREE REQUIRED