Programme Assistant (Nutrition Section, Programme Division)

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential. Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone. And we never give up. Under the guidance and direct supervision of the Nutrition Specialist, Nutrition Section, Programme Division, you will provide administrative and operational support to the Office of the Chief of Section and the unit on Knowledge, Partnerships and Governance. You will have strong working relationships with the Programme Area leads and section staff and works in close collaboration with other administrative staff. The Programme Assistant also has frequent interactions with counterparts in other divisions, regional offices & field offices; and counterparts with relevant UN agencies, institutions, NGOs, universities and donors. For every child, good health…… How can you make a difference?

1. Administrative support to the Chief of the Nutrition Section. 

• Provides administrative support to the Chief of Section.
• Responds to queries internally and externally from a wide variety of sources and levels of contact involving sensitive and complex issues which require substantive knowledge of the work and priorities of the organizational area.
• Facilitates correspondence with internal/external parties, and triages messages that are of high importance and brings these to the attention of appropriate staff. Drafts replies for non-routine correspondence for supervisor's approval and/or signature.  Establishes follow-up system to ensure timely responses, and reports to Chief of Section on actions taken, reasons for delay and anticipated completion dates.

2. Administrative support to the Programme Area on Knowledge, Partnerships and Governance, and the Nutrition Section

• Travel Makes travel arrangements including preparation of travel authorizations, processing of visas, health and security" style="border-bottom: 1px dotted #007bff !important;">security clearances, extension of LPs, and other related work to support travel of the Chief of Section, professional staff, consultants and visitors as necessary. Prepares required materials for Chief of Section’s trips, and ensures receiving offices are informed of travel arrangements and requirements. Keeps accurate and orderly files pertaining to all travel of the supported staff. Acts as the Nutrition Section’s travel focal point and compiles travel plan for the Section.
• Contracting Assists with the preparation and submission of documents for all types of UNICEF contracts, agreements, extensions, and assistant administration and follow-up. Arranges for index and vendor numbers.  Monitors payment schedules and obtains required documentations for each contract. Maintains timely and orderly files on all contracts, including a monthly spread sheet indicating the status of each contract. Liaises closely with the Programme Operations Hub (POH) on all documentation. Supports monitoring of PBAs, FCs, expenditure levels and donor reports for Programme Area.
• Information and knowledge management. Assists the Planning and Knowledge management focal points, with support to manage web-based content management systems, the Teamsite, section calendar, electronic resources etc.  Supports in the collation of inputs and requests for information. Maintains up-to-date mailing list of UNICEF nutrition staff and external partners. Acts as the Nutrition Section’s information management focal point. Establishes, maintains and updates filing system to conform to changing work requirements, priorities, information needs, utilizing latest automated, technology and systems available.
• Attendance Acts as the Nutrition Section’s attendance focal point and maintains attendance records.
• Preparation and tracking of budgets and financial management. Monitors unit’s grant balances and financial expenditures of grants for the Unit; ensures all fund utilization and commitments are in compliance with UNICEF rules and regulation; keeps supervisor informed and advised on actions for decision/follow up. Responsible for collecting and verifying invoices and filing documents for approval and thereafter processing in Vision for the Unit in accordance with established guidelines. Responds to client transaction status and other inquiries. Monitors the overall commitment, expenditures and liquidation of funds of the Unit in accordance with budget allocations. Takes necessary actions to ensure optimal use of funds of the Unit. Produces periodic expenditure reports of the unit’s grants, including expenditure reports for annual and mid-year reviews. Supports unit’s IP staff in the preparation of liquidation analyses, requests for payment and allocation memoranda.

3. Operational and administrative support to the Nutrition Section Global Nutrition Events and Conferences:

• Supports conferences, meetings, workshops and seminars for the section by making and coordinating logistical arrangements, i.e. security, travel, audio-visual support, conference rooms, amenities. Arranges times through liaising with participants over availability. Liaises with budget focal point and section over costs and needs. Prepares background materials for participants and uploads cleared materials to the intranet/Teamsite. Prepares and maintains agendas, participants list and relevant materials related to the work group commitments etc.
• Schedules and organizes management meetings, including section meetings, regional advisor meetings, network meetings etc. Drafts agenda and minutes, and follows up on action points as required.
• Acquires and maintains knowledge of relevant work area.  Keeps abreast of latest policies, procedures and organizational changes relevant to the work area; Ensures co-ordination with other sectional assistants on distribution of workload and priorities.

To qualify as a champion for every child, the candidate must have…

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the work of the organization.
• A minimum of five years of progressively responsible administrative or clerical work experience is required.
• Thorough knowledge of UNICEF administrative policies and procedures.
• Strong organizational, planning and prioritizing skills and abilities.
• High sense of confidentiality, initiative and good judgment.
• Ability to work effectively with people of different national and cultural backgrounds.
• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software
• Fluency in English is required. Knowledge of another official UN language or local language of the duty station is considered as an asset.

For every Child, you demonstrate… UNICEF’s core values of Care, Respective, Integrity, Trust and Accountability. For more information on remuneration and benefits, please visit UNICEF’s Entitlements’ page.  If you would like to find estimates for entitlements, you may use the online Salary Estimate Calculator Only shortlisted candidates will be contacted and advance to the next stage of the selection process. UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, race, sexual orientation, nationality, culture, appearance, socio-economic status, ability, age, religious, and ethnic backgrounds, to apply to become a part of the organization. UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. “UNICEF only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/”