How can you make a difference?
Under the direction of Chief, Digital Centre of Excellence, this position provides general ICT program/project management and administrative support for the range of projects and/or portfolio to ensure their smooth running and implementation. The incumbent prioritizes tasks and organizes work independently based on general direction from the supervisor and carries out a broad range of activities including but not limited to work planning, documentation management, reporting and logistics support. The post has a matrix management to the Operations Specialist in ICTD Valencia, Spain.
Key responsibilities:
Program/Project planning and execution support
Under the direction of the supervisor, research, analyze, verify, summarize and/or aggregate relevant qualitative and quantitative data. Draft or support development of documents, presentations, reports and proposals on program/project arrangements.
Coordinate inputs from various stakeholders and follow up on the preparation of updates on activities, reports and reviews.
In coordination with authorizing officers and project managers ensure the management of project human resources such as consultants, interns
etc. (drafting of note for records and work/change orders, advertisement, shortlisting, interviews etc.) including third party vendors. Keep abreast of
the ICT and broader Organizational LTAs portfolio.
Undertakes duties as directed / requested by the supervisor to support the delivery and implementation of projects, as required.
Program/Project documentation and reporting support
Prepares monitoring and reporting information in support of relevant portfolio efforts.
Draft correspondence/communications/documentation, briefing notes and reports contributing to the achievement of program/project objectives
Under the direction of supervisor and/or project managers, maintain program/project portfolio document repository, including project team site
Program/Project and office administrative support
Arranges appointments and maintains supervisor’s calendar; organizes and manages project-related meeting logistics including taking responsibility for finalization of meeting agenda, invitations, etc. Ensure that participants are properly informed and connected to online
conferences, presentation documents uploaded, recordings are stored, etc. Take and publish meeting minutes, communicate assigned action items.
Maintain calendar of travels and important events relevant for the Section. Ensure that professional memberships are up-to-date. Help organize events, conference, webinars, etc.
Provides program/project-relevant work inputs to Admin and Finance Assistant for processing travel, execution of contractual and other transactions, reserving meeting location/conference rooms, monitoring of financial expenditures, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
During absences and annual leaves back up Admin and Finance Assistant in the same Section, and other Section’s Project Assistant as per schedules agreed with the supervisor.
Budget administration: maintains and monitors section’s budget plans and expenditures, produces budget status reports, prepares budget transfer requests.
Education:
Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.
Required Experience:
A minimum of 6 years of progressively responsible administrative or clerical work experience.
In-depth knowledge of working with an ERP system.
Knowledge of integrated management information systems.
Training and experience using Microsoft Suite: Word, Excel, PowerPoint, Sharepoint etc.
Required Skills and Abilities:
Ability to organize, plan and prioritize.
High sense of confidentiality, initiative, and good judgment.
Ability to work effectively with people of different national and cultural background.
Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.
Desirable:
Knowledge of UN/UNICEF organizational structure, administrative and ICT policies and procedures is an asset.
Language Requirements:
Fluency in English is required.
Knowledge of another official UN language (Arabic, Chinese, French, Spanish, Russian) is desirable.
Apply via :
jobs.unicef.org
