UNICEF Looking For Administrative Associate, G-6, Temporary Appointment, New Delhi, India, Post No. 110126 at Delhi, Delhi, Full Time

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How can you make a difference?

UNICEF’s purpose in India is to support the Government in ensuring that all children, especially the most vulnerable, have their rights fulfilled and can reach their full potential in an inclusive and protective society. In response to the challenges and opportunities presented by the COVID-19 pandemic, UNICEF will shift its focus towards greater equity. This involves addressing supply-side challenges in reaching marginalized children with quality services and placing a strong emphasis on transforming harmful social and gender norms through demand-side interventions. The organization will prioritize policy advocacy, strengthening systems, generating evidence, scaling up platforms, and exploring financing options for children. Additionally, UNICEF will strengthen partnerships with frontline service providers and the private sector. The country program comprises six sectors: health, nutrition, education, child protection, water, sanitation and hygiene, climate change and environmental sustainability, and social policy. The overall goal is to ensure equitable access and utilization of gender-responsive, sustainable, high-quality social services for children and women, with a focus on girls, scheduled tribes, scheduled castes, and underserved urban and rural communities.

The Communication, Advocacy, and Partnership (CAP) is a core component in programme effectiveness towards accelerating country programme results for children. CAP plays a crucial role in convening partners to advocate for child rights and is the preferred partner of Government of India in communicating for and about children and women. CAP Section’s main objectives include promoting child rights by working with key stakeholders, influencing child-centred policies and investments through advocacy, and amplifying the voices of young people. It also focuses on capacity building for media, civil society organizations, and partners on child rights issues. CAP section leads external communication, media and crisis communication for UNICEF India, mobilizes celebrities and influencers for child rights awareness, and manages content production, campaigns, and donor communications through digital media. Maintaining a favorable fundraising climate and building the UNICEF brand as a knowledge broker and leveraging influencer are also important responsibilities.

To support these priorities, the CAP section collaborates with the Government of India, civil society organizations, and other partners. This involves managing Long Term Agreements (LTA) and relationships with content agencies and individual vendors to provide services such as filmmaking, design, photography, writing, digital and video editing. Given the large volume of visibility and content production-related support required by programs and field offices, the CAP section plays a critical role in providing coordinated and essential support.

Under the guidance of the Chief of Section, the Administrative Associate supports the planning of programme resources in compliance with policies and procedures, provides operational support to develop, execute and monitor the inputs for the country programme for timely and effective programme delivery. The Administrative Associate supports in close monitoring and reporting on the fund utilization in line with the programme implementation, including management and supervision of Long Term Arrangements (LTA) managed by CAP and the studio.

Key Functions, Accountabilities And Related Duties/tasks

• Contribute to the planning and management of resources available with the section following the principles of Value for Money and Results Based Budgeting for effective implementation of programme and optimum utilization of funds.
• Facilitate the preparation of Rolling Work Plans and associated budgets through results-based budgeting processes.
• Support in the preparation of fund allocation plan for the programme sector based on the resource envelope and donor conditionality and ensure timely allocation of funds.
• Generate fund utilization reports and present analysis for the optimal utilization of resources.
• Ensure that expiring grants are fully utilized before expiry.
• Process transactions in VISION in accordance with the policies and procedures.
• Monitor open documents in VISION and take timely action to ensure proper utilization of funds and closure of documents.
• Support in the preparation of fund allocation plan for the programme sector based on the resource envelope and donor conditionality and ensure timely allocation of funds.
• Coordinate to prepare of partnership agreements and lead the process of HACT implementation.
• Coordinate with Section Chief and Specialists to prepare partnership agreements as per the guidelines by ensuring proper documentation for review.
• Ensure that funds are released to Implementing Partners (IPs) on time, follow up for timely liquidation of outstanding advances and scrutinize submissions.

Coordinate to prepare HACT plan, monitor assurance activities as per the HACT protocol and advise colleagues in the section for compliance. Prepare quarterly HACT reports.

• Coordinate/conduct micro assessments and spot checks and undertake capacity building activities and other risk control measures.
• Prepare training material and conduct exercises pertaining to HACT related processes and procedures for partners.
• In consultation with M4R and Supply & Procurement Section, coordinate PSEA Assessments and other risk control measures of the new implementing partners.
• Support the Section in preparing SMART Terms of References and managing contracts.
• Support in the preparation of the ToRs with appropriate budget and related documentation for hiring institutions and individuals necessary for effective programme delivery.
• Co-ordinate in the preparation of supply plan and periodically update and share with S&P Section.
• Support the Section in contracts management, timely payment to vendors and closure of contracts.
• Support to programme monitoring and reporting of results.
• Assist monitoring of programme activities by collating a variety of records/reports such as fund management report, fund utilization report for donor reports through insight and Carry out Follow up on recommendations emanating from field visits and programme reviews of various states and prepare action taken reports based on inputs from states.
• Provide administrative support to the Section for effective and efficient management.
• Assist the chief of section to identify appropriate funds for respective posts and provide Funding Certificates for new positions/extension of staff contracts.
• Assist the chief of section in administrative work, support with appointments and reports.
• Support the section in organizing workshops, meetings, conferences, and events in collaboration with Admin Section/contractors.
• Assist with documenting discussions and follow up actions of key meetings.
• Collate leave/travel plan and maintain leave records for all staff in the section.
• Prepare the fund forecast and share with finance quarterly.
• Support updating, maintenance and sharing of section/network internal and external resources – ECM, website, social media and Weshare.
• Drafts and review ToRs (Terms of Reference) for content production and other relevant programmes.
• Provide support to manage Long Term Agreements (LTA) and assigns service providers and individual vendors in consultation with the LTA supervisor.
• Monitors and responds to brand email address.
• Be responsive to regular requests of support and guidance from colleagues and partners.
• Maintain a document repository for the sector and ensure quality of reports.
• Maintain information management system for sectoral data to monitor progress against intended results. Analyze complex data sets and information for easy understanding and present as per requirements
• Provide oversight in terms of adherence to quality checks and deadlines for donor reports by States and Section and provide inputs for the same. Guide state offices on donor conditionality.
• Support capacity development of UNICEF programme section and corresponding network staff and partners on UNICEF administrative and finance processes.
• Conduct short orientation/training sessions, including refresher trainings, on processes, RBM principles, fund management systems and tools, use of VISION, as necessary.

To qualify as an advocate for every child you will have…

Education

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.

Experience

• A minimum of 6 years of relevant administrative and programme support functions work experience is required.

Language

• Fluency in English is required. Knowledge of another UN language or local language including Hindi is considered as an asset.

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

UNICEF Competencies Required For This Post Are…

• Builds and maintains partnerships (1)
• Demonstrates self-awareness and ethical awareness (1)
• Drive to achieve results for impact (1)
• Innovates and embraces change (1)
• Manages ambiguity and complexity (1)
• Thinks and acts strategically (1)
• Works collaboratively with others (1)

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

Remarks

• The position is based in New Delhi, India.
• This post is open for Indian Nationals only.
• This VA is open to internal and external candidates.
• This is a Temporary Appointment contract of 364 days.
• Only shortlisted candidates will be notified and advance to the next stage of the selection process, which involves various assessments.
• UNICEF only considers higher educational qualifications obtained from an institution accredited / recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/.
• UNICEF appointments are subject to medical clearance. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). UNICEF reserves the right to withdraw an offer of appointment, without compensation, if medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements. UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

For more information about UNICEF India, please refer to the link below:- http://unicef.in/Wherewework