New York, USA
UNFPA New York
The position of Administrative Assistant will support the Sexual and Reproductive Health Branch and its management with administrative duties, including travel planning, scheduling, as well as planning and logistical support to events, meetings and other administrative tasks.
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 new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. 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.
The Sexual and Reproductive Health Branch is one of four branches in the Technical Division (TD). The branch has 22 staff members and is divided into three sub teams; the Maternal health sub-team, the Youth and Adolescent sub-team and the Sexual health sub-team. The incumbent will support the branch and its management with administrative duties, including travel planning, scheduling and planning of branch events and meetings and other administrative tasks.
UNFPA is part of the Joint United Nations Global Programme on Cervical Cancer Prevention and Control with WHO, UN Women, IARC, IAEA, UNICEF, UNAIDS and the World Bank. The aim of the program is to reduce the burden of cervical cancer by assisting member states in their efforts to develop national comprehensive cervical cancer programs aimed at increasing access to cervical cancer prevention and early detection and treatment and palliative care services.
S/he will assist with monitoring and high quality reporting and contribute to technical assistance, knowledge sharing and knowledge generation while promoting effective communications and advocacy around cervical cancer prevention and early detection. S/he will also assist the work on HPV/GAVI in a similar capacity. Other specific tasks that the incumbent is expected to perform are detailed below.
You would be responsible for:
1. Support Branch in Administrative activities
- Provide logistical and administrative support and follow-up for substantive meetings organized by the Branch;
- Prepare travel authorizations in Atlas and make travel arrangements for Branch staff;
- Organize audio and video conferences and webinars for the Branch;
- Provide hospitality/catering/logistical support for meetings/conferences organized by the Branch;
- Handle all mailings including bulk mailings of publications and finalize responses to accompany publications;
- Prepare papers for the recruitment of SSAs, ALDs, consultants, and other temporary staff;
- Maintain an office filing system and assist in archiving;
- Assist in the operational closure of the branch’s projects;
- Assist in the raising and follow up of requisitions, purchase orders and in the timely processing of payments to vendors;
- Assist the other support staff focal points in the management of leave and attendance;
2. Support the SRH Branch chief and focal point with UNFPA engagement with the UN Task Force on the Prevention and Control of Non Communicable Diseases both internally and externally
- Support with the coordination of UNFPA’s role in the Joint UN Task Force on Non Communicable Diseases
- Support the drafting of documents as they relate to Cervical Cancer
- Support in planning and carrying out of meetings and ‘brownbag’ meetings related to UNFPA’s engagement with the UN Task Force on NCDs
- Support the development of partnerships from different sectors
- Support in providing updates of media and communications materials in collaboration with the Media and Communications Branch
3. Background research, technical and operational assistance and knowledge sharing
- Assist in dissemination of SRH information and programme guidance to partners and UNFPA country and regional offices, as well as from global to project level and vice versa
- Respond to internal and external requests for documents and information
- Prepare, analyze and present surveys as it relates to UNFPA’s work on Cervical Cancer prevention, screening and treatment and other SRH-related areas.
4. Support the monitoring and evaluation of activities (to ensure quality SRH interventions)
- Support the compilation and dissemination of key lessons learned in Sexual and Reproductive Health programmes particularly for women, children and adolescents
- Assist in the preparation of donor and other key reports as required, documenting progress and future plans
- Support the monitoring of cervical cancer research programmes, including for the generation of new global estimates on cervical cancer prevalence and incidence
5. Support in other SRHB programmatic areas as required
- Support the planning of meetings and in other administrative duties
- Carry out any other duties as may be required by UNFPA leadership.
Required Qualifications and Experience
- Undergraduate or equitable level in Public administration, Social Science or related field.
- 5 or more years of relevant experience in Administration and Management
- Proven, excellent report writing abilities, with strong analytical orientation, initiative and resourcefulness;
- Knowledge of Cervical Cancer;
- Strong understanding of research, planning and Communication;
- Ability to work independently, to plan, prioritize and deliver tasks on time;
- Ability to identify, understand and accommodate the objectives of different stakeholders, to ensure that their contributions are effectively harmonized into the final products and that collaboration between all stakeholders is optimal;
- Excellent interpersonal, communication and team skills; ability to participate effectively in a team-based, information sharing environment;
- Must be highly organized and possess initiative and sound judgment;
- Demonstrated ability to work in an international and multicultural environment.
- Fluency in English; knowledge of other official UN languages, preferably French and/or Spanish, is desirable.