United States of America: Administrative Assistant - Education Section


Background & Rationale


In the education section, the current ratio of IP to GS staff is at 6.25 to 1. This is higher than the corporate policy of 4:1 and the division’s 5:1 and hence it is critical to have additional GS support for the smooth functioning of the section. Therefore, under the direct supervision of the Senior Advisor Education, a consultant is needed to provide administrative assistance to the Programmes and Partnerships Hub (P&P) in the Education Section to support the work of the hub. This is to replace an existing consultancy for the same kind of support which has come to an end.


Purpose


Specific Activities:
The individual consultant will carried out the following administrative tasks:



  1. Facilitates travel (assembles information pertaining to the purpose of travel, prepares travel requests, visa processing, hotel reservations, and other relevant processes).




  2. Arranges and provides logistical and administrative support for meetings, including telephone/video conferences and face-to-face meetings




  3. Maintains travel plans and calendar of events for supervisor.




  4. Facilitates correspondence with external/internal parties. Responds to queries and provides accurate information. Follows up on behalf of supervisor on actions taken by other team members. Takes independent and substantive action to process materials received to relevant individuals in the team. Receives visitors and answers telephone directing callers to appropriate staff.




  5. Assists with producing files, graphs, charts and tables ensuring appropriateness of presentation, format and accuracy of data for use by others in preparing reports, correspondence, technical papers, projects and/or programme plans and general reference documents.




  6. Assists in preparation and drafting of documentation for staff and non-staff contracts and related activities.




  7. Updates PSP Hub related expenditure reports in consultation with Supervisor and Budget Focal Point




  8. Maintains and updates office records and reference files related to the work and individuals of the unit.




  9. Performs other administrative duties, as required.




  10. The consultant will not travel.



Expected results: (measurable results)


Administrative support provided for travel, meetings, correspondence, preparing contracts, processing new hires, updating expenditure reports, maintaining office records and files. Monthly progress reports given.


Duty STATION: NYHQ


Timeframe


Start date: 1 March 2016 End date: 15 February 2017


Deliverables


Duration


(Estimated # of Days)


Deadline


Monthly progress report


22


31 March 2016


Monthly progress report


21


30 April 2016


Monthly progress report


21


31 May 2016


Monthly progress report


22


30 June 2016


Monthly progress report


19


31 July 2016


Monthly progress report


23


31 August 2016


Monthly progress report


21


30 September 2016


Monthly progress report


21


31 October 2016


Monthly progress report


21


30 November 2016


Monthly progress report


21


31 December 2016


Monthly progress report


20


31 January 2017


Monthly progress report


10


15 February 2017


total


242


Key competences, technical background, and experience required Deadline


· The individual consultant to be recruited will be required to have had previous experience in an administrative role, doing similar types of work, so that an appropriate assessment of past competencies relevant to this post can be carried out during the selection process. UNICEF Experience desired.


· Completion of secondary education.


· Good speaking, understanding, reading and writing skills in English are required.


· The individual consultant should be proficient in Microsoft Word, Excel, and PowerPoint. Proficiency in VISION is desired.




How to apply:


How to Apply


Applicants are requested to send their submissions to pdconsultants@unicef.org with subject line:


“Administrative Assistant – Education Section” by 10th February 2016, 5:00pm EST.


Applications must include:


· Cover letter,


· CV, and


· P-11 form[1] – http://www.unicef.org/about/employ/files/P11.doc


· Indicate where you heard about this advertisement


Please indicate your ability, availability and daily/monthly rate (in US$) to undertake the terms of reference above. Applications submitted without a daily/monthly rate will not be considered.


NOTE: Files should not exceed 5.0MB limit


UNICEF is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.


[1] P 11 form can be downloaded from our website at http://www.unicef.org/about/employ/files/P11.doc




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