Administration Assistant

Position description

UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness, and sustainability of peacebuilding, humanitarian, and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement, and infrastructure services to a wide range of governments, donors, and United Nations organizations.

New York Portfolio Office (NYPO) supports the United Nations Secretariat, as well as other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management.

Sustainable Development Cluster (SDC) supports diverse partners with peacebuilding, humanitarian, and development operations. It was formed by combining the following portfolios: Grants Management Services (GMS), UN Technology Support Services (UNTSS), Development and Special Initiatives Portfolio (DSIP). It provides Services to partners’ programmes that are designed, structured, and managed with a global perspective and primarily serving partners headquartered in New York. The SDC has a footprint of approximately 125 countries.

UNOPS has signed an agreement with the United Nations to implement the activities for the United Nations Alliance of Civilizations (UNAOC)

United Nations Alliance of Civilizations (UNAOC) is an initiative of the Secretary-General of the United Nations, which responds to a broad consensus across nations, cultures, and religions that all societies are interdependent, bound together in their development and security, and in their environmental, economic and financial well-being. The Alliance seeks to forge collective political will and mobilize concerted action at the institutional and civil society levels to overcome the prejudice, misperceptions, and polarization that militate against such a consensus. UNAOC hopes to contribute to a coalescing global movement which, reflecting the will of the vast majority of people, rejects extremism in any society.

The complex, demanding dialogue of civilizations, cultures, and religions is necessary, possible, and fruitful. It is a critical tool against isolation, mistrust, and confrontation, and it is also the most powerful incentive for understanding and tolerance. History has shown that dialogue is not a simple process. If we fail to teach and cultivate it, the situation can give way to a monologue or to mutism, which is conducive to conflict and violent extremism.

The United Nations Alliance of Civilizations Secretariat is based in New York and maintains a representative at the United Nations Office at Geneva (UNOG).

The incumbent of this position will be personnel of UNOPS under its full administrative and financial responsibility.

Functional Responsibilities

Administration support:

• Receive and route calls to the UNAOC Geneva Office;
• Meet and greet visitors of the UNAOC Geneva office, create entry passes, and liaise with UNOG security and operation units when needed;
• Ensure timely renewal of UN grounds passes for UNAOC personnel in Geneva;
• Maintain office supplies stock, ensure timely replenishment of supplies;
• Keep time and attendance records updated for all UNAOC personnel in Geneva;
• Assist in coordination of all travels of the Senior Representative, UNAOC Geneva office;
• When requested, register Senior Representative in the high-level conferences; Liaise with organizers in terms of administrative and logistical support;
• Liaise with UNAOC NYC office for all admin and operations matters.

Scheduling and Meetings:

• Manage and coordinate schedule of the Senior Representative, UNAOC Geneva Office; organize and confirm appointments;
• Synthesize and summarize information for the Senior Representative;
• Provide logistical support in setting up bilateral meetings on national and international levels;
• Assist with drafting of general briefing material and other documentation for the management in New York.
• Maintain records of all meetings requests;
• When requested, provide senior management in New York with minutes and/or other relevant information on meetings taking place at UNOG.

Meetings and Events support:

• Provide administrative and logistical support to the UNAOC events/worships in the United Nations Office in Geneva;
• Take notes, and prepare minutes of the meetings;
• Act as a Focal Point for requests of meeting rooms in the UNOG;
• When requested, attend meetings at UNOG HQ or outside and draft reports about it.

Correspondence support:

• Draft/edit and/or send letters on behalf of the Senior Official and dispatch them to the addresses;
• Assist with the preparation of routine correspondence, general briefing notes and documents;
• Maintain and timely update all contact directories of the Senior Representative.

Perform other duties as may be reasonably required and in line with the contractor’s scope of services above.

Education/ Experience/ Language requirements

*FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY

Education

• Completion of Secondary Education is required
• Bachelor’s degree preferably in international relations; public administration; social science, economics or related field will be considered an asset and may substitute the required years of experience.

Work Experience

Required Experience:

• A minimum of four (4) years of relevant experience in general administrative or operations support services in national or international public or corporate organizations is required;
• Proficiency in Microsoft Office Suite.

Desirable experience (the following experience is optional candidates who do not have it are welcome to apply):

• Familiarity with the work of the United Nations Organization, its mandate, main areas of focus, United Nations bodies, agencies, entities and departments, current priority issues.
• Excellent communication and interpersonal skills.
• Ability to work collaboratively within a team.
• Wiliness to travel and work flexible hours as needed.
• Familiarity and understanding of religious and cultural underpinnings & relevance to international diplomacy.
• Very strong attention to detail and determination to meet deadlines.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
• Responds positively to feedback and differing points of view.

Language

• Fluency in English is required.
• Fluency in French is an asset.
• Knowledge of other UN working languages is desired.

Contract type, level and duration

Contract type: Individual Contractor Agreement (ICA)
Contract level: Local Individual Contractor Agreement (L-ICA 4- ICSC4)
Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance. The contract for this position is set for a duration until 31 December 2025, with termination upon its conclusion. Depending on availability of funds and satisfactory performance, any need for services beyond this initial period will be communicated to the incumbent accordingly.

 

Application instructions

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