Administration Associate (Parental Leave Cover)
New York City
- Organization: UNOPS - United Nations Office for Project Services
- Location: New York City
- Grade: Administrative support - LICA-6, Local Individual Contractors Agreement
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Occupational Groups:
- Operations and Administrations
- Closing Date: Closed
Functional Responsibilities
Supporting the effective and efficient functioning of the Front Office:
• Maintain the Director’s and/or ASG’s calendar and representation schedule, arrange appointments and meetings, provide protocol coverage, ensure logistical details of Director’s and/or ASG’s participation in events, and take minutes of meetings when required.
• Coordinate high-quality briefing materials for the Director and/or ASG’s for appointments, meetings, events, and missions and ensure that all correspondence and documents submitted are according to UN norms and standards including directives, coordinate comments on behalf of Director and/or ASG for action/follow-up when required.
• Draft key correspondence, including notes to files, minutes of meetings and Note Verbales, and arrange translation for official correspondence.
• Manage Director’s and/or ASG’s travel and missions, prepare travel requests, ensure flight bookings and provision of logistics information, and follow up on trip reports and travel claims.
• Maintain contact lists of high-level partners, UN Agencies, and Diplomatic Missions
• Assist in organizing official events: travel (booking flights, request for security clearance, arrangements at airport, etc.) for local and high-level visitors as required.
• In collaboration with the Climate Action Team, prepare and maintain checklists and templates for relevant processes (high level visits, meetings preparation etc).
Ensuring provision of effective communications support to the office:
• Maintain the filing system (in TEAMS/Sharepoint) ensuring safekeeping of confidential materials. Use of an automated filing system.
• Screen incoming emails and correspondence.
• Support, organize and communicate in the various meetings.
• Follow up on deadlines, commitments made, and actions taken.
Planning and Supporting Missions:
• Provide support on matters such as documentation, visas, travel arrangements, trip book preparations, meeting coordination, trip programme, etc.
• Performs other relevant duties as assigned
The effective and successful achievement of results of the Administration Associate directly affects the overall efficiency of the individual team's provision of administrative services, impacting the office's capacity to efficiently and effectively service the operational needs of the office/programme.
Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS' competitive position as a partner of choice in sustainable development and project services in the country and region served.
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Education/Experience/Language requirements
- Secondary school diploma (or high school equivalent) and six (6) years of relevant experience are required OR;
- First-level university degree (undergraduate, bachelor, or equivalent), preferably in Business Administration, Public Administration or in a related field, with two (2) years of relevant experience OR;
- Advanced university degree (master's or equivalent), preferably in Business Administration, Public Administration or in a related field, with no relevant experience.
- In the absence of a degree, an administrative certification is an asset
- Relevant experience which is defined as experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations is required.
- Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is required.
- Some experience in UN system organizations is desirable.
- Experience in use of Enterprise systems including OneUNOPS is desirable.
- Experience with the United Nations Editorial Manual and UN correspondence manual is desired
- Fluency in English (read, write, speak) is required.
- Knowledge of a second UN or regional working language is an asset