TERMS of REFERENCE Sr. Communication Assistant

TERMS OF REFERENCE – Sr. Communication Assistant

Title:Sr. Communication Assistant (TA)

Level:GS-6

Reports to:Communication Specialist P-3, Digital Strategy (Position 15509)

Duration:364 days

Location:NYHQ

Purpose of the Position

Under the direct supervision of the Communication Specialist, the incumbent assists in ensuring efficient and cost effective administrative support services, assisting staff in administrative and fiscal support assignments in relation to the Digital TransformationProject (DTP). Ensures the Project’s administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations.

Main Responsibilities

Appropriate and consistent interpretation and application of administrative policy and procedures timely implemented to support operations at the Digital Strategy Section.
Provides practical input on implementation of administrative guidelines, in close coordination with the head of office, operation staff/supervisor.
Supports supervisor and the head of the office, and updates staff on administrative policies, procedures rules and regulation. Implements the appropriate application and interpretation of administrative rules, regulations, policies and procedures.
Briefs and assists arriving and departing staff and consultants on basic administrative procedures and requirements.
Keeps supervisor abreast of potential problem areas, prepares reports on administrative matters as required.
Arranges appointments for the section, receives visitors, places and screens telephone calls and answers enquiries; organizes high-level meetings including taking responsibility for finalization of the meeting agenda, invitations, the production and distribution of documentation, and preparation of minutes of meetings. Distribute meeting reports and information and ensure follows-up on required actions.
All administrative, fiscal and contract coordination for the project.
Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.
Contributes to the reviews of contractual arrangements related to administrative support to ensure that the terms and conditions of all contracts are being adhered to by providers of goods and services. Proposes to supervisor any changes that may be required.
Coordinates tracking and reporting of fiscal activities.
Executes invoices and monitors payments against contractual obligations.
Assists in the recruitment and procurement of individual and institutional consultants.
Handles travel requests and related administrative duties as appropriate.
Management of administrative supplies that ensures office equipment and other properties are effectively maintained.
Supports management of administrative supplies, office equipment, updating inventory of items, assists supervisor in property survey
Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises and supplies are in accordance with organizational standards
Logistics and support for events and meetings
Sets up meetings and logistics related to activities around DTP and the project board
Provides minutes and documentation of meetings and activities
Updates internal platforms/knowledge sharing spaces with content related to the digital strategy
Performs any other duties and responsibilities assigned as required.

Minimum Qualification

Completion of Secondary School, University level courses in administration, finance, or any other related field of discipline relevant to the job is an asset.
Six (6) years experience in work requiring progressively more responsible organization/task management skills
Five (5) years of office support work experience, including, organizing and supervising the whole range of office support and administrative activities. Ability to work with minimum of supervision. Ability to extract and format data(including financial information)and to solve operational problems. Ability to organize own and others work, set priorities and meet deadlines. Ability to organize meetings and events. Ability to handle work quickly and accurately under time constraints
Computer literacy and the ability to effectively use standard office software tools and other office technology to create documentation, exchange and archive e-mail, and maintain electronic filing systems. Proficiency with VISION – UNICEF’s enterprise resource planning system – is a plus.
Demonstrated ability to write clear, articulate correspondence and communicate well (written and oral).
Experience with work in a non-profit organization a plus.
Fluency in spoken and written English required. Knowledge of another UN language an asset.

Competencies

Core Values (Required)

Commitment

Diversity and Inclusion

Integrity

Core Competencies (Required)

Communication [I]

Working with People [II]

Drive for Results [I]

Functional Competencies (Required)

Analyzing [I]

Learning and Researching [I]

Planning and Organizing [I]

Following instructions and Procedures [I]

Demonstrated organizational and multi-tasking ability, combined with demonstrated ability to sustain attention to detail work are essential

Gender equality and diversity awareness

UNICEF is a smoke-free environment.

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 organization.

Closing date is Friday, 31 Oct 2014.

Applications should be sent to: . When sending to this mailbox, please ensure that the position you are applying for is quoted on the subject line.

The Personal History Form (P11) in MS Word format can be downloaded from our website at

Please note that acknowledgement of application will be extended only to short-listed candidates.