Administration Associate (FCLP)

JOB DESCRIPTION

RESPONSIBILITIES

Administrative Support to the Director

• Manage the Director’s calendar and schedule of meetings and appointments.
• Arrange internal and external meetings, and provide secretarial and administrative support as needed, including but not limited to the preparation of briefing files and minutes/summaries of actions to be taken.
• Manage incoming and outgoing routine correspondence, and answer queries with discretion.
• Support the Director with protocol matters.
• Anticipate and flag issues of administrative concern, and keep the Director abreast of new developments or changes.
• Performs other duties as may be reasonably required and in line with the incumbent’s scope of services above.

Communication and Information Management

• Communicate effectively and liaise with internal and external stakeholders on behalf of the Secretariat, following protocol.
• Screen incoming correspondence and route to relevant colleagues in the Secretariat for timely action/follow-up.
• Adhere to appropriate approval processes for documents that require signature. 
• Draft routine correspondence, such as letters, memos, and note verbales.
• Maintain lists of contacts of internal and external stakeholders.
• Maintain hard copy and electronic files and reference materials, and ensure safekeeping of confidential records as required.
• Develop and maintain calendars of significant events and meetings.

Logistical Support

• Manage travel for the Director and the Secretariat and coordinate arrangements such as visa, hotel, security clearance, and protocol matters.
• Support the planning and coordination of UNOPS colleagues’ missions to NY for the Executive Board and other high-level meetings and events, including drafting agendas in collaboration with the Executive Office and other internal stakeholders.
• Support the planning of meetings, events and receptions with Executive Board member states, partners and other stakeholders, assist with protocol matters, and organize the related logistics.
• Receive officials of the UN system and senior representatives of Member States, and coordinate the logistical arrangements related to visits.

Knowledge Building and Knowledge Sharing

• Build knowledge of practices of diplomatic protocol, including practices developed within the United Nations system.
• Collect feedback, ideas, and internal knowledge about processes and best practices.
• Provide regular feedback on existing systems, tools and resources to ensure their relevance and assist with the preparation of standard operating procedures and other guidance documents and templates, as required.
• Support for on-boarding of new colleagues.

Monitoring and Progress Controls

A work plan will be developed based on the UNOPS PER cycle and serve as the overarching document to monitos progress and record performance.

*FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY

Education

• Advanced university degree (Master’s degree or equivalent) preferably in Business Administration, Public Administration or in a field related to the post description with no relevant experience is desirable; OR
• First-level university degree (undergraduate, bachelor's degree, or equivalent) in Business Administration, Public Administration or in a field related to the post description  with two (2) years of relevant experience will be considered an asset; OR
• Secondary school diploma (or high school equivalent) with six (6) years of relevant experience is required.
• In the absence of a university degree, an Administrative Certification is an asset.

Required Work Experience:

• Relevant experience is defined as experience in general administrative, logistics, or operations' support services in national or international public or corporate organizations. 
• Proficiency in computers and office software packages (MS Office) is required
• Experience in handling web-based management systems is required.

Desired Experience (The following experience is optional. Candidates who do not have it are welcome to apply):

• Experience in UN system organizations is desirable.
• Experience in using Enterprise systems including OneUNOPS is desirable.

Language Requirements:

• Fluency in English (read, write, speak) is required.
• Proficiency in Spanish and French is desirable.