UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, partnerships …

The Public Partnerships Division (PPD) works to strengthen UNICEF’s position as a partner of choice for children’s rights among governments and inter-governmental actors around the world. The division is doing this by positioning children’s rights in the intergovernmental and multilateral fora and engaging with governments and public institutions as resource, policy, and programme partners. A key premise for PPD is that the engagement with countries should be holistic based on multiple aspects of partnerships, including policy advocacy and resource mobilization.

The Administrative Associate (GS-6) will be accountable for both specialized and procedural communications, operational, and administrative support services within the Washington, DC office reporting to the office Director. The Washington Office supports UNICEF’s relationship with the US Government and the Washington, D.C.- based International Financial Institutions (IFIs), as part of HQ Public Partnership Division (PPD).

Under the supervision and guidance of the Director of the Washington DC Office, the Administrative Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes, and policies. Key functions of the incumbent are outlined below.

How can you make a difference?

Budget Monitoring

• Monitors budgets and financial expenditures of the section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
• Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
• Prepares and maintains records, documents, and control plans for the budget monitoring of project/ programme implementation.
• Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.

Human Resources 

• Supports the onboarding of PPD personnel in the Washington, DC office.

Office Planning & Project Management

• Ensures the availability of timely, complete, and accurate information and data for preparing section work plans and project management plans.
• Undertakes basic research and performs comparative analysis of project/ programme related data as pertains to US- and IFI-funded awards.
• Helps ensure timely compliance with agreed deadlines.

Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information.

Communications & Workflow

• Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
• Manages incoming and outgoing correspondence, e-mails, and telephone calls.
• Communicates routine and some non-routine information pertaining to the work of the team.
• Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate.

Calendar/Meetings/Correspondence Management

• Maintains office calendar and arranges meetings for the Director of the Washington office, senior UNICEF staff and visiting officials, including with high-level contacts within the U.S. Government and across multilateral institutions and other partners based in Washington, DC.
• Serves as coordinating focal point to arrange and support the visits of UNICEF senior representatives, including scheduling meetings, compiling relevant background material and supporting the development of a well-organized agenda and responsibility for all logistical aspects.
• Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.

 Events/Logistics

• Supports capacity development activities and conferences by making logistical arrangements, through engaging with facilitators, caterers, and hosts.
• Coordinates with potential participants and partners on scheduling with regard to availability for proposed events and related logistics.
• Liaises with budget focal points and section over costs and needs.
• Prepares background materials for participants and uploads cleared materials on the intranet.
• Prepares and maintains agendas on meetings and events related to the work group commitments.

Travel

• Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies.
• Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
• Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
• Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
• Monitors travel certification and reports back to the team.

Invoice Processing

• Responsible for collecting invoices and filing documents for approval and processing in VISION.
• Uploads electronic files and verifies results to destination system.
• Responds to client transaction status and other inquiries.

 Supplies/Equipment

• Supports management of administrative supplies, office equipment, and updating inventory of items.
• Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
• Arranges for the purchase and timely distribution of office supplies.

Attendance

• Maintains and updates a system which monitors the absence of staff.

To qualify as an advocate for every child you will have…

Minimum requirements:

Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.

For this position, a bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience.

* A master’s degree may replace additional two years

A minimum of 6 years of relevant administrative or clerical work experience is required. Experience supporting liaison with the US Government and/or the Washington, D.C. – based International Financial Institutions is desirable.

Fluency in English; Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish), or local language of the duty station, is considered an asset.

General Service (GS) staff are locally recruited staff and therefore, candidates are personally responsible for any travel and accommodation arrangements. UNICEF does not facilitate G4 visas for locally recruited staff.

Applicants must be US citizens, Green card holders or be in possession of a G4 visa. Please attach a copy to your application submission.

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

The UNICEF competencies required for this post are…

(1) Builds and maintains partnerships

(2) Demonstrates self-awareness and ethical awareness

(3) Drive to achieve results for impact

(4) Innovates and embraces change

(5) Manages ambiguity and complexity

(6) Thinks and acts strategically

(7) Works collaboratively with others

 

Familiarize yourself with our competency framework and its different levels.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious or ethnic background, and persons with disabilities, to apply to become a part of the organization. To create a more inclusive workplace, UNICEF offers paid parental leave, breastfeeding breaks, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements. Click here to learn more about flexible work arrangements, well-being, and benefits.

According to the UN Convention on the Rights of Persons with Disabilities (UNCRPD), persons with disabilities include those who have long-term physical, mental, intellectual, or sensory impairments which, in interaction with various barriers, may hinder their full and effective participation in society on an equal basis with others. In its Disability Inclusion Policy and Strategy 2022-2030, UNICEF has committed to increase the number of employees with disabilities by 2030. At UNICEF, we provide reasonable accommodation for work-related support requirements of candidates and employees with disabilities. Also, UNICEF has launched a Global Accessibility Helpdesk to strengthen physical and digital accessibility. If you are an applicant with a disability who needs digital accessibility support in completing the online application, please submit your request through the accessibility email button on the UNICEF Careers webpage Accessibility jobs-near-me.org UNICEF.

UNICEF does not hire candidates who are married to children (persons under 18). 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 based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities. UNICEF is committed to promote 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, and selected candidates with disabilities may be requested to submit supporting documentation in relation to their disability confidentially.

UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable male candidates are encouraged to apply.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions 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 does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

In this role, you will collaborate with colleagues across multiple locations. For effective collaboration, we encourage flexible working hours that accommodate different time zones while prioritizing staff wellbeing.

General Service (GS) staff are locally recruited staff and therefore, candidates are personally responsible for any travel and accommodation arrangements. UNICEF does not facilitate G4 visas for locally recruited staff.

Applicants must be US citizens, Green card holders or be in possession of a G4 visa. Please attach a copy to your application submission.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements