Team Administrative Assistant

The UNICC workforce consists of many diverse nationalities, cultures, languages, and opinions. UNICC seeks to sustain and strengthen this diversity by ensuring equal opportunity and an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, ethnicity, sex, national origin, age, religion, disability, sexual orientation and gender identity.

Purpose of the Position:

The purpose of the position is to provide high-quality administrative support services to the respective Chief of Division and to the team as a whole, to ensure that routine services and activities within the administrative domain are properly implemented.

Objectives of the Programme:

The objective of the Centre is to provide trusted ICT services and digital business solutions to its Clients and Partner Organizations.

Main duties and responsibilities:

The incumbent will work under the direct supervision and guidance of the respective Chief of Division and in close collaboration with the teams within the division. The incumbent could be requested to do any other tasks of similar level in related fields.

Within delegated authority, the incumbent will perform the following duties and responsibilities:

Administrative and logistical support to the Chief of Division

• Perform a wide range of office support and administrative functions, including assisting in providing organizational, coordination, logistical and administrative support
• Proofread documents and edit texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format
• Track and report on key division wide indicators. Monitor, processes and schedule related outputs, products, tasks, etc
• Generate a variety of standard statistical and other reports, work orders, using various databases
• Respond to moderately complex information requests and inquiries (e.g. answers requests requiring file search), and as necessary, refer inquiries to appropriate personnel for handling
• Update and maintain calendars, large distribution lists; monitor, prepare and distribute various materials, reports, where possible using electronic formats
• Maintain shared electronic files and databases
• Assist in the preparation of meetings, workshops, etc. and presentation materials using appropriate technology/software
• Assist in the maintenance of websites by scanning, converting and posting a variety of documents onto the site

Administrative support to the New York office:

• Act as focal point for all office management related queries in New York: manage office supplies requests, be the point of contact with service providers, manage office space allocation, coordinate maintenance work request, etc.
• Provide support in requesting equipment, phone device and building access request for new staff and other personnel
• Assist staff/guests visiting offices for meetings or other official business; Arrange UNICC New York meetings and assist in booking conference rooms; Assist for office events
• Act as the focal point for duty travels for staff members based in New York and process their travels
• Raise purchase requisitions for services and/or goods; Assist on finance and procurement related issues, as required for the New York office

General administrative support to the Division

• Perform general administrative tasks (e.g. respond to queries from staff and consultants on administrative policies and procedures or escalate as required, process administrative requests or documentation for example consultancy contracts/travel requests/purchase orders/visa applications etc, follow up on action items)
• Report on administrative process performance and identify opportunities for improvements
• Act as a focal point for the whole division for administrative processes and its correct implementation across all teams
• Collaborate with other administrative staff on shared initiatives, and contribute to streamlining administrative procedures and documents across UNICC by liaising with the other divisions and with Directorate

Other

• Provide other ad hoc support either within your team or in other teams as required – this includes the participation in special projects or administrative support to service delivery for short period of time on a part-time or full-time basis upon request from the senior management

Recruitment Profile

Experience and Skills required:

Essential:

• A minimum of three (3) years of administrative experience, including direct work experience providing administrative/secretarial support to senior management in an international setting
• Excellent knowledge and experience in drafting and editing of official correspondence
• Experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, Visio etc.)
• Ability to work in a deadline-oriented and high-pressured environment
• Proven record of demonstrating initiative and good organizational skills

Desirable:

• Understanding of basic financial concepts

Education*:

Essential:

• Completion of secondary school diploma

Languages:

• English: Expert knowledge is required
• Other language: Spanish, working knowledge is desirable

UNICC Global Competencies:

• Moving forward in a changing environment: Is open to and proposes new approaches and ideas. Adapts and responds positively to change.
• Teamwork: Develops and promotes effective relationships with colleagues and team members. Deals constructively with conflicts.
• Communicating: Expresses oneself clearly in conversations and interactions with others; listens actively. Produces effective written communications. Ensures that information is shared.
• Respecting and promoting individual and cultural differences: Demonstrates the ability to work constructively with people of all backgrounds and orientations. Respects differences and ensures that all can contribute.
• Knowing and managing yourself: Manages ambiguity and pressure in a self-reflective way. Uses criticism as a development opportunity. Seeks opportunities for continuous learning and professional growth.
• Producing results: Produces and delivers quality results. Is action oriented and committed to achieving outcomes.

Other Information

Eligibility:

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Compensation:

Annual Salary Estimation (net of tax at single rate):

• New York, USA: USD 46,389

UNICC also offers generous leave and absence allowances, flexible working hours, overtime compensation, teleworking, access to training, and depending on eligibility other benefits such as relocation grant, dependency allowance, language allowance, or education grant.

Closing date for applications:

Applications will be accepted until midnight (Geneva Time) on 3 January 2023.

Notes:

• Technical and/or personality tests may be carried out as part of the selection process
• Only short-listed candidates will be contacted
• Though you may not be selected for this advertised position, the UNICC will keep your application in a roster if your profile is deemed to be of potential interest for the Centre. You may thus be solicited by our HR department to participate in an interview for another position

The UNICC workforce consists of many diverse nationalities, cultures, languages, and opinions. UNICC seeks to sustain and strengthen this diversity by ensuring equal opportunity and an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, ethnicity, sex, national origin, age, religion, disability, sexual orientation and gender identity.