Administrative Associate; GS-, Public Partnerships Division; PPD), Washington DC,

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.

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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.

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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…