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.

The Position:

This position is located in the Media and Communications Branch (MCB), Division of Communication and Strategic Partnerships (DCS). Reporting to the Content & Editorial Adviser, the Administrative Associate supports the editorial team overseeing the production of publications, brand promotional items and other materials.

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:

We are looking for a detail-oriented team player to assist in the development and production of UNFPA’s flagship publications and conduct financial and administrative tasks. The candidate will also play an important role with human resources management, procurement and oversight of UNFPA’s publications and promotional item inventory at Headquarters.

You would be a good fit for this role if you are a solid professional who exercises good judgment and exudes a positive, proactive attitude. Ideally you are seeking opportunities to support a diverse team working in the creative industry of communications and marketing.

You would be responsible for:

The Administrative Associate will administratively assist in the development, production and of print and digital editions of the UNFPA Annual Report and the flagship UNFPA State of World Population report, serve as secretariat to the interdivisional UNFPA Publishing Group, administer contracts and budgets, make payments and conduct other financial and administrative tasks.

The incumbent will also assist in coordinating the translation process among all five languages of the report, coordinating between departments to gather all required data and assets to be published, and organizing repositories for all documents related to the report.

In addition, the incumbent will help in the production of other content products, campaign materials and promotional items to support the brand and the broader work of the team.

In particular, the selected candidate will be responsible for:

• Complete requisitions, purchase orders, receipts and travel related transactions as needed for MCB using Quantum Finance module, in line with corporate policies, procedures and deadlines, working with the UNFPA Procurement team, Travel unit and Finance department.
• Make use of corporate database systems such as the vendor portal, global directory, AoDocs, and consultant roster in support of the team. This includes the utilization of specialized systems such as Jotform for the back-end creation of data collection forms.
• Source vendors for services needed for specific projects such as printing, banner production,
  promotional materials.
• Liaise with UNFPA’s Procurement team on the preparation of Request for Proposals for the establishment of Long-term Agreements (LTA) and Memorandum of Agreements (MOA) with vendors in the areas relevant to MCB.
• Maintain a repository of existing LTAs and provision of guidance to HQ and field offices on the use of those LTAs.
• Manage the publications section of the One Voice toolkit on MyUNFPA.org, maintaining all guidance, procedures, policies and other relevant documentation required by HQ and field based units for the fulfillment of their communications functions.
• Administrative focal point for promotional items, MCB projects and the production charges for the State of World Population (SWOP) report and UNFPA Annual Report production and launch events providing support and guidance to HQ and field offices.
• Prepare budget and expenditure reports, utilized by the chief of MCB for planning and follow up purposes.
• Manage the inventory and distribution of promotional materials and publications in the New York office.

Qualifications and Experience:

Education:

Completion of secondary level education required. Undergraduate degree or equivalent training or coursework relevant to this post is an advantage.

Knowledge and Experience:

• Five years of relevant experience in finance, administration and publications production, preferably within the United Nations system;
• Excellent organizational and project management skills;
• Ability to handle multiple tasks effectively without compromising quality, team spirit and positive working relationships with all colleagues;
• Strong drafting, editing and verbal communication skills;
• Excellent computer skills (Microsoft Office applications; Google suite);
• Knowledge of the work and goal of UNFPA, its programmes, policies and correspondence styles and standards as well as the United Nations itself desirable.
• Integrity, confidentiality and professionalism;
• Cultural sensitivity, inter-personal skills and ability to work smoothly under pressure;
• Dependability, reliability and initiative

Languages:

Fluency in English is required. Knowledge of a second UN language 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:

• Managing financial and administrative processes,
• Managing information and workflows,
• Planning, organizing and multitasking,
• Providing logistical support,
• Managing relationships with partners and suppliers.

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.