Individual Contractor – Operational and Administrative Support

Area of Specialization/Thematic Areas:

Operational and Administrative Support.

Background:

The United Nations Institute for Training and Research (UNITAR) was established in 1963 as a training arm of the United Nations system and is now headquartered in Geneva. In 2021, UNITAR reached over 370,000 learners globally. UNITAR provides innovative learning solutions to individuals, organizations and institutions to enhance global decision-making and support country-level action towards a better future. UNITAR’s alumni include diplomats and other government officials, non-governmental representatives, private-sector actors and local authorities.

The Division for Prosperity is one of UNITAR’s nine divisions and consists of the Hiroshima Office and the Geneva-based Public Finance and Trade Programme Unit. To “leave no one behind”, the institute seeks to promote inclusive and sustainable economic growth and strive to reach society’s most vulnerable in the least developed countries, small island developing states, conflict and post-conflict countries.

The Division for Prosperity runs training programmes in six thematic areas:

1. Entrepreneurship and Private Sector Development
2. Leadership and Inclusion
3. Trade and Finance
4. Digital Technologies
5. Anti-corruption and Combating Financial Crime
6. Disarmament

For each thematic area, a programme team plans and runs training programmes. Their responsibilities include designing the training, developing learning content, handling operational matters, facilitating webinars, workshops and other learning activities, monitoring and evaluating the programme, and managing public relations.

General Objectives of the Contract:

The incumbent will support the smooth operational and administrative support of the division for prosperity.

Responsibilities/Description of Professional Services:

• Support the daily administrative tasks of the Division for Prosperity.
• Liaison between the Geneva and Hiroshima offices.
• Arrange logistics for conferences, workshops, roundtables, public events and other scientific/scholarly meetings.
• Support financial, procurement, and human resources management.
• Assist in the review, preparation, editing and production of operational and administrative materials and related documents.
• Ensure appropriate filing and archiving of office documents, including programme files and correspondence.
• Negotiate and coordinate with service providers to improve cost-effectiveness.
• Maintain inventories, databases and mailing lists.
• Conduct research for programmes and office activities as requested by the programme units or Director of the Division.
• Format, prepare and disseminate working papers and other materials.
• Support operational training and human resources development.
• Undertake any other initiatives as per the request of the Director of the Division.

Measurable Outputs/Deliverables/Schedule of Deliverables:

• Efficient and effective management of administrative tasks to support Division programme implementation.
• Effective communication with supervisor, colleagues and other parties.
• Operational guidance data compiled as required.
• Effective and timely communication within the Geneva office, the Division for Prosperity and with colleagues in the institute.
• Provision of timely logistical support to programme implementing teams.

Performance Indicators for Evaluation of Results:

• Timely and quality submission of deliverables.
• Smooth communication within the Division, relevant teams and other stakeholders.
• Knowledge and expertise on subject matter relevant to the assigned programmes.
• Demonstrating a high degree of professionalism and autonomy.

Competencies

• Knowledge: Experience in operational, human resource and financial related support. Strong ability to identify issues, analyze and participate in resolution of problems; ability to think innovatively and taking initiative.
• Professionalism: Pride in work and achievements; strong interpersonal skills and is efficient, reliable and conscientious; can observe deadlines and achieve results; shows persistence when faced with difficult problems and challenges; remains calm in stressful situations; has demonstrated ability to multi-task; and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• Planning and organizing: Effective time management, ability to plan own work to meet designated deadlines, support colleagues and adjust priorities as required. High level of judgement and discretion in accomplishing the job; ability to foresee risks, monitor and adjust plans and actions as necessary.
• Communications: Strong communication (spoken and written) skills in English and French including the ability to draft/edit a variety of written documents including guidelines and operational related letters; listens to others and demonstrates openness in sharing information and keeping people informed; is willing to learn from others and shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Technology Awareness: Proficiency in using advanced functions on standard computer applications, notably spread sheets dealing with finance, word processing and other software applications including distance learning tools.
• Teamwork: Strong interpersonal skills and ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Reporting structure:

The incumbent will report to Director, Division for Prosperity.

Minimum requirements

Education: A university degree in political science, finance, economics, international relations, social sciences, law, public administration, or any other related field.

Experience:

• A minimum of 3 years experience in administrative operations or international cooperations or a related field is required.
• Experience working on coordinated programming with UN agencies, funds and programmes, international NGOs, international and regional diplomatic missions, donors, etc. is desirable.

Language: Fluency in English and French is required. Knowledge of other UN languages is an asset.

Remarks:

General conditions of contracts for the service of individual contractors apply. Incumbents are responsible for determining their tax liabilities and for the payment of any taxes and/or duties, in accordance with local laws. UNITAR does not reimburse for any taxes, duty, or other contribution payable by the Contractors on payments made under the contract.

The Institute does not provide or arrange life or health insurance coverage for Contractors, and Contractors are not eligible to participate in the life and health insurance schemes provided by the UN for its staff members.

This is a locally (Geneva) recruited post and no relocation allowances apply. The successful candidate will be employed under a local contract and will not hold international civil servant status nor is he/she a “staff member” as defined in the United Nations Staff Rules and Regulations.

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8).