Administration Assistant

Vor 4 Tagen

Genf, Schweiz UNOPS Vollzeit
Application period: 20-Dec-2024 to 17-Jan-2025

Functional Responsibilities:

Administration support:

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

Scheduling and Meetings:

  1. Manage and coordinate schedule of the Senior Representative, UNAOC Geneva Office; organize and confirm appointments;
  2. Synthesize and summarize information for the Senior Representative;
  3. Provide logistical support in setting up bilateral meetings on national and international levels;
  4. Assist with drafting of general briefing material and other documentation for the management in New York;
  5. Maintain records of all meetings requests;
  6. 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:

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

Correspondence support:

  1. Draft/edit and/or send letters on behalf of the Senior Official and dispatch them to the addresses;
  2. Assist with the preparation of routine correspondence, general briefing notes and documents;
  3. 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:
  1. Completion of Secondary Education is required;
  2. 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:
  1. 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;
  2. Proficiency in Microsoft Office Suite.

Desirable experience: (the following experience is optional candidates who do not have it are welcome to apply):
  1. 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.
  2. Excellent communication and interpersonal skills.
  3. Ability to work collaboratively within a team.
  4. Willingness to travel and work flexible hours as needed.
  5. Familiarity and understanding of religious and cultural underpinnings & relevance to international diplomacy.
  6. Very strong attention to detail and determination to meet deadlines.
  7. Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
  8. Responds positively to feedback and differing points of view.

Language:
  1. Fluency in English is required;
  2. Fluency in French is an asset;
  3. Knowledge of other UN working languages is desired.

Think big. Meet challenges head-on. Help people build better lives.
UNOPS embraces diversity and is committed to equal employment opportunities. Our workforce is made up of people from varied nationalities, cultures and races. They speak a range of languages and have different gender identities, sexual orientations, and abilities.
We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities. Click apply and join us

Remarks: Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process. #J-18808-Ljbffr

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