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Administrative Assistant

Washington D.C.

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Washington D.C.
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Energy
  • Closing Date: Closed

Background Information - Job-specific

This Vacancy Announcement is being published by UNOPS - ECR Geneva on behalf of the SEforALL Initiative
Sustainable Energy for All (SEforALL) is an International Non-Governmental Organization operating a world-wide multi-stakeholder platform focused on the delivery of Sustainable Development Goal #7.  Launched as a UN initiative in 2011 by the Secretary General of the United Nations, Ban Ki-Moon, SEforALL is widely acknowledged for its achievement in raising global awareness of the world's sustainable energy challenges, ensuring they were included in the UN's Sustainable Development Goals. SEforALL is directed by its CEO and supports the work of the CEO as she carries out her duties as the Special Representative of the United Nations Secretary General (SRSG) for Sustainable Energy for All, as well as her role as the co-chair of UN-Energy.  These roles include advising the UN Secretary General and his staff on issues relating to sustainable energy and the implementation of Sustainable Development Goal 7 (SDG7) and supporting the coordination of sustainable energy issues in the United Nations system.  The Secretary General’s advisory committee on Sustainable Energy for All will be supported by the SRSG and SEforALL.

The ambitions of SDG7 on ensuring universal access to affordable, reliable and modern energy services by 2030 are extraordinary.  Aiming to achieve them in the context of the Paris agreements involves transformation at a scale never undertaken by humanity before. Swift action needs to be taken by leaders in governments, companies, institutions, financiers, development banks, unions and communities, entrepreneurs and civil society.  As a global team, SEforALL crafts interventions that support these leaders in accelerating the delivery of actions.  All interventions comprise one or more of SEforALL’s competencies: (i) to marshal the evidence, (ii) to benchmark progress towards SEforALL objectives, (iii) to amplify the voices of the energy poor; (iv) to tell stories of success, and (v) to connect stakeholders to each other and to solutions. All interventions systematically draw on strategic insight, build on compelling communications, and are delivered through and include action-oriented partnerships. http://www.seforall.org/

Functional Responsibilities

Supervision

Title of Supervisor: Special Assistant to the CEO

Content and methodology of supervision: The Administrative Assistant will be supervised through individual meetings, regular team meetings, and through periodic performance appraisals.  

Functional Responsibilities

The Washington DC based Administrative Assistant is expected to perform the following tasks.

1.     Administrative Support to the CEO and Washington DC-based staff

  • Scheduling and meeting set up for staff based in the Washington DC office
    • Assists with scheduling meetings
    • Maintains calendar
    • Sets up VC for meetings
    • Books conference rooms and sets up rooms for VC when needed
    • Retrieves guests in the lobby
  • Assist with other administrative tasks such as formatting documents or arranging travel
  • Supports time management and performance management for the Washington DC based staff where required.
  • Point of contact for operational matters in Washington DC including staff on-boarding, and office supplies.
  • Point of contact for feedback and support needs in Washington DC
  • Receiving procurement deliveries for example IT equipment
  • Liaises with the Operations team to oversee IT Hardware Support to DC Staff
    • Hand out FOBs, laptops, business phones and SIM cards to staff; Obtain office equipment acknowledgement form and distribute IT guidelines and Mobile Plan Information.
    • Assist in setting up SEforALL issued laptops for new staff.
    • Maintain DC asset list of all laptops, business phones and SIM cards
  • Printing:
    • Provides printing support to the CEO other Washington DC-based staff
    • Maintains supplies (paper and ink) for the printer
  • Manage petty cash

2.     Support programmatic activities as requested

  • Provide administrative support for the organization of the SEforALL Forum.
  • Support project management for programmatic documents for DC based teams. 

The Administrative Assistant often engages directly with the SEforALL senior management team, and with counterparts in partner organizations, in particular, the United Nations Foundation, the World Bank Group, WRI, and other agencies and organizations. 

Education/Experience/Language requirements

Education and Work Experience:
  • Bachelor Degree or equivalent plus minimum of 2 years of experience in international development, a UN agency or the energy field.
  • Experience in a fast paced environment that requires high flexibility and a commitment to results.
  • Experience in operating across multiple time zones and with distributed teams

Languages:

Complete fluency in English with strong written and verbal communication skills are required. 

Competencies

Key Competencies

Professionalism:

Demonstrating/safeguarding ethics and integrity. Demonstrate corporate knowledge, Self-development and initiative-taking. Ability to work in a multi-cultural and international environment based on mutual respect and tolerance.  Demonstrates good judgment and discretion when handling sensitive materials.

Ability to exercise good judgment, discretion and tact in handling sensitive issues.

A commitment to the goals of SEforALL and to sustainable development more broadly, essential.

A good sense of humor.

Willingness to 'get the job' done with a positive attitude to take on a wide range of tasks.

Ability and willingness to adjust to ‘beyond the normal’ working hours and manage the work life balance effectively to accommodate differences in time zones.

Planning and Organizing:

Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments.  Adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary. Uses time efficiently and able to work to deadlines and maintain effectiveness under pressure.

Excellent organizational and task management skills, with appropriate attention to details and ability to prioritize work among multiple competing demands, and under tight deadlines.  Ability to manage multiple workflows at the same time.

Proactive approach to managing workflow, with keen ability to multi-task and respond quickly and flexibly to a wide range of issues, some of which come up in ad hoc and unexpected ways.

Ability to thrive in a fast-paced work environment where adaptability will be a premier.

Communication:         

Excellent communication skills and proven drafting ability; ability to develop contacts, foster collaboration with stakeholders, deliver presentations, advocate for viewpoints and participate actively in internal as well as external debates and negotiations.

Ability to craft messages and communiques, and copy edit work to produce flawless written communications is required.

Teamwork:

Work within a team as well as with colleagues across teams and, with external partners. Support colleagues, establish a team culture, encourage others to participate in teamwork and share responsibility for decision-making and results. 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.

Demonstrated ability to work with teams representing a wide variety of staffing levels that also cut across organizations, and work without direct authority to deliver timely and high-quality products.  Strong team player capabilities.

SEforALL values

Partnership. SEforALL’s global team operates within and across partner driven networks, building on its strong relationship with the UN. SEforALL’s global team catalyzes connections, coordinates activities with others, collaborates on common objectives and leverages opportunities to deliver more as a platform than it can do individually.

Agility. SEforALL’s global team is adaptive in its approach so it can stay focused on its goal in an evolving economic and political environment. It brings people together that don’t normally talk to each other and frames the questions differently so it can help leaders unlock action and finance.

Diversity. SEforALL’s global team recognizes the diversity of needs across countries and communities and commits to working with all actors in delivering solutions that respond to these differentiated needs.

Equity. SEforALL’s goal is for “all.” SEforALL’s global team strives for a sustainable energy transition that is just and equitable and leaves no one behind.

Results. SEforALL global team focuses on helping leaders make the most progress, fastest in areas that make a meaningful contribution to SEforALL’s objectives. It is solutions-oriented. It values evidence and data. It understands the scale and urgency of the sustainable energy challenge and the need for a holistic systems-based approach.

Trust. SEforALL’s global team treats information carefully and respects what it is entrusted with as it serves partners and their success.

Additional Considerations

Additional Considerations

-   SEforALL offers exciting high-impact assignments, a collegial and creative work environment, and the opportunity for committed professionals to thrive and grow within flat hierarchies and in the pursuit of an inspiring mission.

-   SEforALL provides competitive compensation packages at its locations in Vienna and Washington and modern workplace arrangements in terms of flexibility and results orientation;

-  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.

-   SEforALL reserves the right to appoint a candidate at a level below the advertised level of the post

This vacancy is now closed.
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