Administration Senior Assistant (Personal Assistant to the UNAOC High Representative)

Under the coordination of the Administration and Programme Operations Specialist and the direct supervision of the UNAOC Director, the incumbent’s duties will include:

Scheduling and Meetings:

• Coordinate schedules of UNAOC senior management; organize and confirm appointments;
• Conduct research, review and analysis of information and documents for UNAOC senior management;
• Synthesize and summarize information for UNAOC senior Management;
• Provide logistical support in setting up bilateral meetings of the UNAOC senior management on national and international levels; book bi-lateral meetings rooms at UNHQ and oversees as needed;
• Maintain records of all meeting requests and provide support in preparation of briefing materials for UNAOC senior management;
• When requested, serve as focal point for hospitality arrangements for High Representative’s meetings; 
• Lead RSVP processes; 
• Maintain and update database of UNAOC High Representatives contact lists;
• Provide support in drafting of briefing material and other documentation for the High Representative and his advisors; Assemble materials when/as needed;
• When requested, support communication with  and coordination of activities such as events relevant to project activities in which the High Representative is engaged. 
• Register UNAOC senior management in the high-level conferences; Liaise with organizers in terms of administrative and logistical support for UNAOC senior management;

Travel

• Prepare itineraries for the UNAOC senior management official missions; compile supporting documents; hold internal consultations and facilitate changes to the itineraries;
• Coordinate all High Representative’s accommodations; arrange for transpiration as needed;
• Compile and submit post mission travel documents in a timely fashion (boarding passes; receipts, guest lists; and etc.);
• Support the planning of the UNAOC senior management missions;

Correspondence

• Draft and/or assist in drafting of correspondence relevant to the High Representative;
• Prepare and/or coordinate briefing papers; speeches and detailed presentations or other materials as needed for UNAOC senior management;
• Arrange for the dispatch of the official correspondence to the addressee (regular mail, FedEx, faxing);
• Maintain and organize up to date hard and electronic files for easy access and retrieval.
• Ensure safekeeping of confidential materials.
• Maintain and timely update all contact directories of the High Representative.

Administration and Programming:

• Under the guidance of the Administration and Programme Operations Specialist, assist, support and follow-up with processing administrative tasks required for office operation;
• Assist the Admin and Programme Operations Specialist in managing the procurement processes, assist in preparing Terms of Reference/, drafting Requests for Quotation where required;
• Communicate with colleagues on the project team on areas requiring. verification, correction, additional information to improve quality of output and /or account submission and increase knowledge base in the process
• Provide administrative and logistical support to all UNAOC events on international and local level;
• Perform other duties as may be reasonably required and in line with the contractor’s scope of services above

Monitoring and Progress Controls

The contractor will be supervised by the Administration and Programme Operations Specialist. The contractor and the supervisor will determine progress and the next step in mutual communication.

• A secondary education is required.
• Bachelor's degree or higher preferably in any of the following fields:  international affairs, political science, multimedia design, information management, information technology, international education, or other related fields can be an asset.

• Minimum of five (5) years of relevant experience providing support to high level officials is required. 
• Computer literacy with strong knowledge of Microsoft Office Suite is required;

• Previous experience in the field of international development cooperation is an asset
• Familiarity with the work of the United Nations Organization, its mandate, main areas of focus, United Nations Bodies, etc.;
• Strong personal interest for issues related to multiculturalism; diversity and inclusion; identity; intercultural understanding and cooperation;

• Excellent organizational and communication skills; attention to detail; and determination to meet deadlines;

• Fluency in oral and written English and Spanish is required.
• Knowledge of other UN languages is desirable.