Administrative Assistant, Population and Development Branch, Technical Division, G-5

SPECIAL NOTE:
Applicants applying for UNFPA General Service posts located in New York must have a valid G-4 visa or U.S. Permanent Residency or U.S. Citizenship at the time of their application. 

Additionally, applicants must have passed the UN Clerical Test (GGST/ASAT) in order to be
eligible to be appointed to this position.
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The Position:

The position is located in the Population and Development Branch of the Technical Division. The Administrative Assistant provides administrative and financial support to the Branch on two projects (50% time for each project): (1) Transforming the International Humanitarian Data Ecosystem (Humanitarian Data Project), (2) Application of the DEGURBA approach to generate comparable urban data in selected countries (DEGURBA Project), as well as digital and print communications, coordination assistance, outreach support and overall support to the management of two grants.
The administrative assistant will report directly to the Technical Specialist, Health and Social Inequalities and Technical Specialist, Data Innovation and Analysis, under the overall supervision of the Chief, Population and Development Branch.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled.  UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

The purpose of this job is to provide coordination support to two key projects of the Population and Development Branch and support the team with the delivery of these projects ensuring these projects remain within the timeline and budget imparted.

You would be responsible for:

● Provide coordination support to ongoing collaborations on Common Operational Datasets on Population Statistics (with OCHA, UNHCR, IOM and selected academic partners) for the Humanitarian Data Project, including regular workshops, monthly technical meetings, and other capacity development and collaborative activities;
● Provide coordination support to ongoing collaborations with UN-Habitat, UNICEF and the the European Commission for the DEGURBA Project, including webinars, regular workshops and other capacity development activities;
● Conduct regular (monthly/quarterly) monitoring of expenditures on the European Commission (EC) funded DEGURBA project to ensure their compliance with the EC eligibility criteria for costs;
● Prepare good quality and timely annual/interim/final financial reports for the EC funded DEGBURA project, which adhere to EC reporting requirements;

● Prepare budget modifications and bridge-financing requests for the EC funded DEGURBA
project when needed;
● Ensure filing of proper supporting documentation for incurred transactions under the EC
funded DEGURBA project;
● Ensure compliance with the applicable General Conditions of the EU Contribution
Agreement during implementation of the EC funded DEGURBA project
● Liaise with UNFPA Brussels Office on the financial management and reporting of the EC
funded DEGURBA project;
● Provide logistical, administrative, operational and financial support and follow-up for
substantive work in the area of Common Operational Datasets on Population Statistics and
Degree of Urbanization;
● Facilitate collaborations with key partners via set-up and monitoring of UN2UN agreements
and implementing partner agreements;
● Manage regular narrative reporting as well as biannual and final narrative reports and
ad-hoc financial reports, laising as necessary with the other departments within UNFPA,
such as Resource Mobilization Branch (RMB) and Finance Branch, to ensure all reports are
prepared according to the agreed schedule and requirements;
● Prepare travel authorizations and make travel arrangements for all UNFPA Humanitarian
Data and DEGURBA project staff and surge roster short-term missions;
● Manage the two project teams’ calendar and schedule of appointments;
● Draft, for approval, amendments to project agreements, work plans, financial and technical
reports, disbursement requests, and other contractual aspects of the two projects with
global programme implementing partners;
● Prepare documentation for the recruitment of consultants and other project staff and
support the financial management of the consultancies;
● Review incoming correspondence, collect and prepare necessary information for drafts of
responses and action for the Humanitarian Data and DEGURBA projects;
● Provide support to media and communication components of the Humanitarian Data and
DEGURBA projects including social media, brochures, short videos, etc.; Prepare powerpoint
and other presentations, including computer generated visuals such as graphs;
● Handle all mailings including bulk mailings of publications and finalize responses to
accompany publications;
● Maintain digital filing and archiving systems, including project files such as project progress
reports, work plans, budgets for the Humanitarian Data and DEGURBA projects;
● Ensure the projects remain in compliance with the donor(s) and UNFPA guidelines;
● Prepare requisition requests with input from project supervisors, Branch Chief and officers,
monitor project expenses including for project partners;
● Carry out any other duties as may be required by supervising officers and the Branch Chief.

Qualifications and Experience: 

Education:
As a minimum, completion of secondary school with additional training/studies in accounting
and finance or business administration or public administration. A first degree would be an
advantage with training in areas of finance and administration.

Knowledge and Experience:
● 5 years previous experience in finance and administration;
● Demonstrable experience in project management;
● Experience in research assistance is an asset;
● Previous experience in the UN an advantage;
● Strong interpersonal and organizational skills; Computer literacy - Word, Excel,
Power-point, etc.;
● Good knowledge of enterprise resource planning systems, such as Atlas, Quantum, etc;
● Excellent writing and communication skills;

Languages:
Fluency in English is required. Working knowledge of French is desirable.

Required Competencies: 

Values:

• Exemplifying integrity, 

• Demonstrating commitment to UNFPA and the UN system, 

• Embracing cultural diversity, 

• Embracing change

Core Competencies: 

• Achieving results,

• Being accountable,

• Developing and applying professional expertise/business acumen,

• Thinking analytically and strategically,

• Working in teams/managing ourselves and our relationships,

Functional Competencies:

• • Logistical support
  • Managing data
  • Managing documents, correspondence and reports
  • Managing information and workflow
  • Planning, organizing and multi-tasking
  • Managing financial processes
  • Job knowledge / technical expertise

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

Disclaimer: 

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm

In accordance with the Staff Regulations and Rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.