Team Administrative Assistant

vor 1 Woche

Geneve, Schweiz UNICC Vollzeit

**Purpose of the Position**:
The purpose of the position is to provide high-quality administrative support services to the Director’s Office, 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 perform the following duties and responsibilities:
**Director’s office**

Under the supervision of the Executive Assistant:

- Assist in the management of the Director’s diary
- Organise UNICC-wide internal meetings
- Reply to invitations from Government, Consulates and Permanent Missions
- Assist with the organization of onsite visits for the Director (welcome visitors, prepare meeting room and material, etc.)
- Handle confidential matters related or not to UNICC
- Review documents for signature by the Director or their OIC, includingHR documents (position description, recommendation of interview panel, STDAs, etc.)

LettersMandates, MOUs
- Maintain paper and digital files
- Maintain the list of contacts for the Director
- Assist the Director in the preparation of their duty travel
- Coordinate the preparation of the Management Report for the Executive Committee
- Act as the back-up for the EA when on leave

**DO Division**
- Act as a focal point for the Division for administrative processes and their correct implementation across all teams
- Support the Director with recurrent administrative activities such as ePMDS follow-up and leave cover
- Collaborate with the Division Chiefs’ assistants to share initiatives, information and best practices

**Duty travels**

Under the supervision of the Executive Assistant and in coordination with UNICC Travel Assistants in other duty stations:

- Organise duty travels for Geneva-based personnel in line with WHO and UNICC travel policies, inc. but not limited toProviding cost estimates

Getting travel authorizedBooking flightsAssisting in visa requestsDrafting travel claims
- Provide duty travel advise to UNICC personnel
- Keep informed of WHO changing travel policies and systems
- Act as a back when UNICC Travel Assistants are on leave in other duty stations

**Office management**
- With the EA and the GVA Local Admin Assistant, screen and monitor incoming and outgoing correspondence and phone calls (UNICC Switchboard). Place and screen telephone calls, answer routine questions, refer enquiries to the appropriate staff
- Act as a backup for the local administrative assistant when on leave, inc. but not limited toProviding and revoking access to the office

Replying to general queries about the duty station or administrative policies and procedurePrinting materialsWelcoming visitors
- 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
- Experience working in a deadline-oriented and multi-cultural environment
- Experience displaying good communication and interpersonal skills, and ability to maintain confidentiality
- Experience with the usage of computers and office software packages (MS Word, Excel, etc.
- Proven record of demonstrating initiative and good organizational skills

**Desirable**:

- Working experience in the administrative field and/or providing administrative/secretarial support to senior management in an international setting

**Education**:
**Essential**:

- Completion of secondary school diploma

**Languages**:

- **English**: Fluent knowledge is required
- **French**: intermediate knowledge is required

**UNICC Global Competencies**:

- **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.
- **Moving forward in a changing environment**: Is open to and proposes new approaches and ideas. Adapts and responds pos

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