Programme Assistant (GS-5), Programme Group – Health (Immunization), New York HQ # 00103422 At United Nations Children’s Fund (UNICEF)



JOB DESCRIPTION

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.

The Immunization Section is part of the Health Programme Group at UNICEF NYHQ. The Immunization Section consists of six teams: (i) Strategy & Management, (ii) Social & Behaviour Change, (iii) Immunization Financing, (iv) Accelerated Immunization Initiatives, (v) Coverage & Equity and (vi) Supply Chain. The Immunization Strategy and Management (S&M) team coordinates the design, implementation, dissemination, monitoring and review of UNICEF global immunization priorities in the context of Immunization Agenda 2030, Gavi 5.0 and UNICEF organizational priorities such as the UNICEF Strategic Plan and the Strategy for Health to 2030. In close collaboration with other immunization teams at global level and in partnership with the Health and other Programme Groups, Supply Division, Division for Global Advocacy and Communication, Data, Analytics and Policy Division, other HQ divisions and key immunization stakeholders (e.g. WHO, Gavi, US CDC, Africa CDC, BMGF, USAID), S&M unit promotes and supports immunization advocacy, partnerships, representation and visibility within IA2030, global monitoring and reporting, knowledge management, and capacity strengthening. In addition, S&M unit ensures effective and efficient management of UNICEF immunization resources that are managed centrally with focus on Gavi Partnership Engagement Framework, US Centers for Disease Control and resources transitioned from ACT-A HAC vaccine pillar.

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For every child, an opportunity……

Under the supervision and guidance of the supervisor, the Programme Assistant will be responsible for executing a broad variety of routine tasks and some specialized tasks for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.

How can you make a difference?

Budget Monitoring

  • Be responsible for monitoring and reporting of budget related key performance indicators for the Unit. Regularly monitor budgets and financial expenditures by employing applicable tools, ensuring compliance with UNICEF rules and regulations. Update and keep the supervisor informed and recommend required actions for decision and/or follow up.
  • Carry out transactions in VISION, ensuring programme results, activities and programme coding are as per annual work plans (AWPs) and make amendments and alterations as per unit revisions, when necessary. Monitor and track expiring grants and inform relevant team members.
  • Liaise and coordinate with Other HQ teams, divisions, regional and country offices on budget management tasks, including specific support to the daily management of the funds.
  • Help prepare fund utilization reports for donor reports and for periodic review by the unit to optimize use of programme funds.
  • Assist in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.

Office Planning & Management

  • Arrange meetings (in person and virtual) for the team, prepare agenda, take meeting minutes and coordinate specific follow-up, as needed
  • Facilitate capacity development activities, workshops, and events by making the logistical arrangements, engaging with facilitators and guests, as needed.
  • Prepare monitoring and reporting information for the supervisor and team on agreed performance indicators in immunization unit to drive more efficient management and accountability for results.
  • Maintain office calendar and arranges meetings
  • Communicate routine and some non-routine information pertaining to the work of the team
  • Take minutes of team meetings, ensuring accuracy, attention to detail and coherence
  • Prepare and maintain agendas of meetings and events related to the unit’s work.
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Procurement/Operations

  • Support procurement and contracting of individual consultants/contractors, Institutional contracts, Programme Cooperation agreements, UN-UN agreements and recruitment of interns as per the annual work plans.
  • Support the team on developing and monitoring Programme Documents (PD) with partners including providing guidance to partners on tools and templates required for the PDs.
  • As guided by the supervisor, lead the management of administrative supplies, office equipment, and updating of inventory.
  • Liaise with the Operations Hub in coordinating the onboarding and offboarding of new staff, management of team’s office space, and finance related issue.
  • Provide travel assistance to staff members in unit for travel arrangements and based on the organization’s rules and policies.
  • Liaise with relevant travel focal points to ensure that the organization obtains the best service and price for all travels
  • Assist the team with travel arrangements and entitlements based on the organization’s rules and policies to ensure compliance.

Perform any other duties and responsibilities assigned as required

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

  • Completion of secondary education in public administration, finance, international relations, political science, or another relevant technical field is required.
  • A minimum of five years of administrative or clerical work experience is required.
  • General Service Staff are recruited locally therefore candidates MUST be US permanent resident/citizen.
  • Prior experience in programme support functions is an asset.
  • Relevant experience in a UN system agency or organization is considered as an asset.
  • Ability to work effectively with people of different national and cultural backgrounds.
  • Ability to effectively manage the section’s material resources and monitor its budget.
  • Experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint.
  • Fluency in English is required.  Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

For every Child, you demonstrate…

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to including everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of benefits to our staff, a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

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 is committed to promoting the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

UNICEF appointments are subject to medical clearance.

Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid).

Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF.

UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

“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/

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.
  • TAs and Consultants are highly encouraged to apply

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