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Administration Senior Assistant

New York City (United States of America)

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: New York City (United States of America)
  • Grade: LICA-5, Local Individual Contractors Agreement - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2021-07-29

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Background Information - Job-specific

UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects.  Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

New York Service Cluster (NYSC) supports the United Nations Secretariat, as well as other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management.

Sustainable Development Cluster (SDC) supports diverse partners with their peacebuilding, humanitarian and development operations. It was formed by combining the following portfolios: Grants Management Services (GMS), UN Technology Support Services (UNTSS), Development and Special Initiatives Portfolio (DSIP) It provides Services to partners' programmes that are designed, structured, and managed with a global perspective and primarily serving partners that are headquartered in New York.  The SDC has a footprint of approximately 125 countries.

UNOPS has signed an agreement with UN Alliance of Civilization (UNAOC) to implement the project activities for the DSIP programme. 

UNAOC is a United Nations initiative, launched in 2005 by the United Nations Secretary-General. The special status and mandate of UNAOC have been recognized by the United Nations General Assembly in its Resolutions A/RES/64/14 of 10 November 2009 and A/RES/69/312 of 6 July 2015.

UNAOC serves as a soft-power political tool of the United Nations Secretary-General for conflict prevention and conflict resolution. It aims to improve understanding and cooperation among nations and peoples across cultures and to reduce polarization at local and global levels. It helps develop more inclusive societies, in which diversity is experienced as an asset.

The UNAOC Plan of Action 2019-2023 defined three strategic priority areas for UNAOC – prevention, mediation, preventing and countering violent extremism conducive to terrorism. In each of those priorities, UNAOC implements targeted projects that will have an impact on the ground and new approaches and initiatives that are measurable and results-oriented.

In addition, UNAOC coordinates the implementation of the United Nations Plan of Action to Safeguard Religious Sites, launched in September 2019, in collaboration with relevant United Nations agencies and departments, as well as other stakeholders. In February 2020, the United Nations Secretary-General designated the UNAOC High Representative as the United Nations Focal Point to monitor antisemitism and enhance a system-wide response.

Functional Responsibilities

Under the coordination of the Chief of Cabinet of the UNAOC High Representativethe Administration Senior Assistant duties will include:


1. Administrative and Office Management Support:

  • Receive and route calls of UNAOC office and handle inquiries from the public; 

  • Meet and greet visitor of the UNAOC office, create entry passes and liaise with building security and operation unit when needed:

  • Provide office orientation to the new UNAOC personnel and interns; set-up work stations; 

  • Ensure timely renewal of UN grounds passes for the UNAOC personnel;

  • Ensure update of UNAOC information on UN information portals (i-seek, yellow pages, Protocol Lists); 

  • Maintain office supplies stock, ensure timely replenishment of the supplies; 

  • Maintain leave requests and keep time and attendance records updated for all UNAOC personnel;

  • Assist in coordination of all travels of UNAOC personnel including participants/invitees of UNAOC related meetings and events;

  • Under the guidance of the Head of Admin Unit, assist, support and follow-up with processing administrative, financial, and procurement tasks required for office operation; collect quotes for goods and services; raise payment requests and submit to UNOPS for processing; 

  • When requested, assist the Office of the High Representative with his itineraries, scheduling bilateral meetings and other logistical tasks; 

  • When requested, assist senior management in other tasks


2. Meetings and Events:

  • Provide administrative and logistical support to the UNAOC events/workshops in the United nations Headquarters and abroad; 

  • Act as a Focal Point for requests of meeting rooms in the UNAOC office and in the UNHQs for UNAOC corporate events/workshops;

  • Liaise with the United Nations headquarters departments and offices responsible for logistical and administrative support (special events unit, Protocol, Security, Meetings management, Interpretation section, BCSS, DPI, Journal etc.);

  • Circulate agendas, take notes and prepare minutes of the staff meetings and other meetings as tasked by senior management  


3. Programmatic Support: 

  • Provide support to the senior management in institutional engagement with faith-based organizations by preparing talking points, minutes of the meetings and liaising with faith actors when requested;

  • Assist senior management with preparing annual reports especially those pertinent to interfaith engagements.


4. Correspondence:

  • Receive general correspondence, check general UNAOC e-mail account, respond/forward as appropriate; 

  • Draft/edit and/or send general correspondence, circulate agendas and other documents related to the UNAOC events in New York and abroad; 

  • When requested, draft letters on behalf of the High Representative, and dispatch them to the addressees. 


5. Filing and tracking:

  • Keep all contact directories updated, including Permanent Missions, and delegations of International Organizations based in New York, UNAOC staff, etc;

  • Keep all office documentation and publications duly filed;

  • Track publications available in the office, as well as inventory of durable equipment and supplies.

  • Keep records and maintain database of Memorandum of Understanding. 


Contribute to the overall work of the UNAOC Secretariat and take on additional tasks as and when needed.

Education/Experience/Language requirements

FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY

*CANDIDATES WITH NO UNITED NATIONS OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY

Education:
  • Secondary education is required. 

  • A bachelor's Degree will be considered an asset. 

  • Additional training in administrative and business practices an asset.

Experience:

  • Minimum five (5) years of progressive experience in administration, finance or programme support;

  • Excellent computer skills, including MS Word, Excel, Power Point and databases.

Desired Experience: The following experience is optional. Candidates who do not have it are welcome to apply:
  • Ability to work in a multicultural and international environment; good knowledge of the UN system mechanisms and UN agencies’ mandates, knowledge and experience in UN rules and procedures are assets.

Language:

  • Fluency in oral and written English is required. 

  • Knowledge of a second UN official language an asset.


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.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
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.

Contract type, level and duration

Contract type: Local Individual Contractual Agreement 
Contract level: LICA-5/ ICSC-5
Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’


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

  • 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.
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
  • 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.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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