Executive Board Associate (Admin and Conference Services), Executive Board Branch (EBB), Office of the Executive Director, New York, G

Job title:

Executive Board Associate (Admin and Conference Services), Executive Board Branch (EBB), Office of the Executive Director, New York, G

Company

United Nations Population Fund

Job description

• Level: G-6
• Contract type: Fixed Term Appointment
• Closing date: 02 Oct 2024 11:59 PM (America/New_York)
• Duty station: New York

NOTE: Candidates are required to have one of the following: (1) a Permanent Resident of the United States (Green Card holder), (2) a holder of a valid G-4 visa, or (3) a US citizen.The Position:The position of Executive Board Associate (Admin and Conference Services) is located in the Executive Board Branch (EBB) in the Office of the Executive Director. The Executive Board Branch is the UNFPA organizational unit responsible to coordinate the relationship with UNFPA’s governing body – the UNDP/UNFPA/UNOPS Executive Board — and manage the relationship with the Executive Board members and observers to position UNFPA and promote the ICPD.The position reports to the Chief, EBB and works in close collaboration with all Branch staff.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 Executive Board Associate (Admin and Conference Services) supports EBB with all administrative and finance activities, and provides support in coordination with the Executive Board Secretariat and Member States as needed.You would be responsible for:As Executive Board Associate (Admin and Conference Services) you would be responsible for the following:A. Provide administrative and financial support to EBB

• Draft Branch annual and other work plans. Assist in the monitoring and reporting processes.
• Develop and maintain the Branch Results and Resources Plan.
• Liaise with DHR on the recruitment of consultants and interns to support the work of the Branch.
• Manage travel arrangements for the team.
• Review procurement requests and initiate procedures for office supplies and services transparently and cost-effectively.
• Create payments in AOdocs for Branch expenses; utilize QUANTUM to produce monthly reports on the financial status of the Branch.
• Ensure compliance with UNFPA administrative policies and procedures.

B. Provide support to Executive Board formal and informal sessions and other meetings

• Undertake all logistical, administrative, and financial arrangements required for the organization and coordination of Executive Board formal and informal meetings, orientation workshops, inter-agency meetings, and other meetings organized by the Branch.
• Liaise with the UNDP/UNFPA/UNOPS Executive Board Secretariat to schedule informal Board sessions and other meetings, and follow-up on different matters as needed.
• Develop supporting documentation for formal and informal Executive Board sessions (i.e. develop, in consultation with the relevant business units, the Run-of-Show and the Chair Procedural Notes for the informal sessions, develop draft Procedural Notes for formal sessions, etc.).
• Draft messages and communications as needed.

C. Provide administrative support to the Chief, EBB

• Support the Chief, EBB in their role as Secretariat of the Oversight Advisory Committee (i.e. scheduling meeting, collecting documents, etc.).
• Perform other activities as requested by the Chief, EBB.

D. Backstop the Editorial Associate (Documentation and communications). To this end, the Editorial Associate will be trained as needed.Qualifications and Experience:Education:Completion of Secondary School Education with additional training in Finance, Procurement, Administration and Management.Knowledge and Experience:

• Six years of relevant administrative experience in the public or private sector;
• Ability to interpret rules, regulations and procedures and explain them clearly and concisely;
• Proficiency in use of spreadsheets, word processing and computerized accounting systems;
• Good writing and communications skills;
• Strong interpersonal and organizational skills.
• Experience working with UN-related finance and HR regulations, rules, policies and procedures would be an asset.
• Experience working with Enterprise Resource Planning (ERP) systems such as Oracle Cloud ERP is desirable.

Languages:Fluency in English; knowledge of other official UN languages, preferably French and/or Spanish, 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,
• Client orientation,
• Communicating for impact.

Functional Competencies:

• Strong attention to detail
• Strong interpersonal skills
• Capability to manage tasks of a very sensitive nature
• Strong capability to multi-task
• Good writing and communication skills.

Compensation and Benefits:This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.UNFPA Work Environment:UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA’s workforce – click to learn more.Disclaimer:Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants’ bank accounts.Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.

Expected salary

Location

New York City, NY

Job date

Fri, 13 Sep 2024 00:40:08 GMT

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