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Administrative Assistant

Geneva

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Geneva
  • Grade: Administrative support - LICA-4, Local Individual Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Administration
  • Closing Date: Closed

Background Information - UNOPS

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale. 

Background Information - Job-specific

    Based in Geneva, Switzerland, the Europe and Central Asia Regional Office (ECR) supports UNOPS offices in the region, providing management and financial/programmatic oversight of Global and Country specific Portfolios, Clusters and Operations Centers including hosting services, fund management, management advisory services, implementing projects, procuring goods and services and managing human resources.

ECR operates its Global Portfolios from offices in Geneva and New York.  The incumbent will provide administrative and operational support to UNOPS Geneva office.

Functional Responsibilities

Under the general supervision of the Head of Support Services and the direct supervision of the Administartive Associate, the Administrative Assistant works in close collaboration with operations and project staff to ensure consistent service delivery.

Summary of Key Functions:

  • Provision of administrative and secretarial support
  • Provision of administrative and logistical support
  • Provision of Support with administrative payments processing.
  • Provision of support to maintenance of documents and records management
  • Support to knowledge building and knowledge sharing
  • Support to office maintenance and assets management

1. Provides Administrative and Secretarial Support, focusing on achievement of the following results:

  • Distribution and handling of incoming and outgoing mail, courier and documentation to provide efficient functionality of the office.
  • Co-ordination for meeting appointments via calendar appointments to internal and external stakeholders as required.
  • Support with setting up of WebEx meeting appointments and communicating relevant access and logon details to participants well in advance.
  • Custodian of the office stationery supplies including collection and maintenance of stocks and handling of replenishing stocks in co-ordination with other portfolios.
  • Handling standard correspondence on Admin queries to Procurement team and Portfolios, under the guidance from supervisor.
  • Provide support with the preparation of Travel arrangements - i.e DSA and travel entitlements calculation, Travel tickets, visa processing, in co-ordination and consultation with supervisor, team leads and the personnel travelling, under the Admin budget.
  • Provide support functions for Procurement when required with information gathering, specs and quotations from potential suppliers, printing and preparation of documents.
  • Drafting of minutes, when required, and follow up as needed.
  • Provide support in establishment and maintenance of hard and on-line records for easy reference and retrieval. Closure/archiving of all files and final reports on systematic basis.

2. Provides Administrative and Logistical Support, focusing on achievement of the following results:

  • Co-ordination and logistics support for visitors and onboarding of new personnel with arrival arrangements such as reception & security desk intimation, identity cards issuance, IT equipment, telephones and seating requirements.
  • Co-ordination support with UN Common Services for room bookings and facilities set up on AV equipment for the smooth functioning of meetings and events.
  • Support with reporting of trouble shooting of printers, unit areas and installations to Helpdesk and Building Maintenance.
  • Administrative and logistics support with conferences, workshops and retreats, in collecting information for the planning phase and execution of related tasks for large events with supervisor guidance.
  • Support UNOPS GVA receipt of shipments, customs clearance arrangements, preparation of documents for shipments (received/sent), arrangements for shipments.  Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance, through UNOG.

3. Provides Administrative and Payments Processing Support focusing on achievement of the following results:

  • Performance of a Procurement ​official​​ role in oneUNOPS: C​reate/modify requisitions​, Create/modify suppliers, Create/modify purchase orders, Submit request for payments/prepayments for travel activities, payments, contracts.
  • Follow up on documentation as invoices, receipts etc. as mandatory for Travel and Finance compliance rules.
  • Feedback on unit expenditures of related payments processed by Admin to draw attention of the supervisor on any issues that warrants further review.

4. Provides Documents and Records Management Support, focusing on achievement of the following results:

  • Support with the maintenance of Admin hard copy and electronic records for filing and retrieval of information materials, templates, meeting presentations, invoices, receipts, in a systematic manner as per Admin established formats.
  • Archiving and closure of Admin electronic and related hard copy case files and reports until recommended retention period.
  • Support compliance with UNOPS Records Retention policy, and internal document’s management guidelines of the office.
  • Support Audit related activities as and when required.  

5. Provides support to office maintenance and assets management, focusing on achievement of the following results:

  • Maintenance of records on assets management, preparation of reports.
  • Maintenance of files and records relevant to office maintenance
  • Provision of support to maintenance of common premises and common services

6. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

  • Sound contributions to knowledge networks and communities of practice
  • Synthesis of lessons learnt and best practices in administration
  • Performs other related tasks as directed by supervisor.

Education

High School Diploma is required.  

Experience

A minimum of 4 years of relevant experience in administrative, finance or programme support to projects and programmes is required.

Experience in the usage MS office packages and databases required.
Experience in the usage of ERP systems is highly desirable.

Languages

Fluency in written and oral English and French required.

Knowledge of other UN working language is an advantage.

Competencies


Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Functional competencies

Knowledge Management and Learning

  • Promotes a knowledge sharing and learning culture in the office
  • Ability to advocate and provide policy advice
  • Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

  • Ability to perform business processes in accordance with UNOPS rules and regulations
  • Ability to work at a consistently high level of accuracy
  • Ability to implement new systems and processes

Management and Leadership

  • Focuses on impact and result for the client and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Builds strong relationships with clients and external actors
  • Remains calm, in control and good humored even under pressure
  • Demonstrates openness to change and ability to manage complexities

Contract type, level and duration

Contract type: Individual Contractor Agreement
Contract level:Local ICA, Level 4
Contract duration: one year initially, renewable subject to satisfactory performance and funding availability




For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

Additional Considerations

  • THIS IS A LOCAL POSITION FOR WHICH ONLY THOSE APPLICANTS WHO POSSESS THE SWISS NATIONALITY OR A VALID RESIDENCE AND WORK PERMIT IN SWITZERLAND ARE ELIGIBLE FOR CONSIDERATION
  • Please note that the closing date is midnight Copenhagen time.
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

PLEASE INCLUDE A COVER LETTER WITH YOUR APPLICATION.
This vacancy is now closed.
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