Administrative Assistant
vor 1 Woche
This position is located in the Office of the Special Envoy for Syria (OSE-Syria) in Geneva.
The position reports to the Chief of Mission Support.
**Responsibilities**:
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
General Administration
- Supports in organizing high-level meetings to include liaison with security, Swiss police,
protocol, conference management, catering, interpretation and translation service, and ICTS.
- Co-ordinates all matters related to Video teleconferencing and Audio Bridges.
- Processes all incoming and outgoing correspondence, including confidential documents and maintains files and records (both paper and electronic).
- Ensures smooth and efficient information flow within the office; prepares and processes confidential information.
- Advises and makes arrangements for ordering, delivery of office supplies and equipment.
- Arranges with the identification unit accreditation for staff and meeting participants;
- Attends meetings, prepares minutes, monitors follow-up activities.
- Responds or drafts responses to a wide range of correspondence and other communications.
Human Resources Management
- Enters and maintains administrative data and records for time and attendance in Umoja.
- Provides advice and guidance to staff with respect to administrative procedures, processes and practices, as necessary.
- Prepares required documentation for payment of services.
Protocol Matters
- Drafts Note Verbales to Permanent Missions.
- Liaises with Embassies and Consulates to make necessary arrangements for the issuance of visas for official missions.
- Liaises with Protocol unit for high-level transport arrangements and space allocation.
Contract Administration
- Initiates and finalizes negotiations with external contractors for procurement of goods and services for Low Value Acquisitions.
- Prepares and follows-up on requisitions and purchase orders for procurement of goods and services.
Work implies frequent interaction with the following:
- Department of Safety and Security
- Conference Management Services
- Permanent Missions
- Embassies and Consulates
- Information, Communication and Technology Service
- Supplies, e.g. Catering, Stationary, Consultants.
Competencies
problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
- COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
- TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Education
High school diploma or equivalent is required.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.
Work Experience
At least five (5) years experience in administration or related area is required.
At least two (2) years experience in the United Nations Common system is desirable.
A minimum of two (2) years of experience in a front office environment is desirable.
A minimum of one (1) year using ERP for time management, travel, etc. is desirable.
Languages
English and French are the working languages of the United Nations Secretariat.
For the position advertised, fluency in English and knowledge of French is required.
Assessment
Special Notice
United Nations Considerations
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage
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