The Administration Associate (Executive Associate to the NYSC Director) promotes a client, quality and results-oriented approach.
Under the overall guidance and supervision of the New York Service Cluster (NYSC) Director, the Administration Associate (Executive Associate to the NYSC Director) will perform the following activities. Functional Responsibilities:
Ensures effective and efficient functioning of the NYSC Director’s office focusing on achievement of the following points:
Administrative Support:
Provide accurate solutions for travel purposes and ensure the appropriate procurement of visas;
Monitor and support the NYSC Director Office personnel missions schedule; support incoming missions from UNOPS HQ and other offices to NY, as needed;
Organize regular and ad-hoc meetings; prepare background material, minutes and summaries of actions to be taken; track progress on planned issues; follow-up with focal points;
Monitor and facilitate NYSC Office Director’s approval for all documents received from the NY Clusters; Compile reports and administrative documentation;
Provide accurate and timely information on processes and pending issues to the concerned individuals/unit;
Management of the NYSC Director’s Office and the NY office in general, ensuring an environment of professionalism, results focus, efficiencies and teamwork at all times.
Operational Support:
Support the NYSC Director’s Office and the NY Office as needed in organizing retreats, training and workshops for personnel as appropriate including agenda preparation, documentation, review of budget and authorization of expenses;
Organize high-level events including invitees from embassies, governments, UN agencies, governmental/non-governmental organizations and other partners;
Coordinate preparation of meetings with key partners/donors (logistics, talking points, background notes, presentations, etc.);
Provide assistance to the NYSC Director in managing and monitoring the utilization of the regional administrative budget, ensuring regular update and reporting are prepared and submitted to the NYSC Director;
Verify invoices for the settlement of the NYSC Director Office and NY office due payments;
Support the New York Office in various procurement and logistics related to the administration of the office.
Support the designated person in the NYSC office, as needed, to manage office space, as well as the rollout of related corporate initiatives in support of organizational commitments to the SDG targets concerning office operations;
Liaise with Support Services Center/Integrated Practice Advice and Support for any support NYSC Director’s Office and NY Office may need from Support Services Center/Integrated Practice Advice and Support;
Responsible for compilation of reports and administrative documentation as requested by the NYSC Director.
Support to people and information management:
Facilitate and manage the ongoing network and exchange of information with internal partners and important business clients;
Screen all incoming communications to NYSC Director’s Office mail boxes, filter outgoing correspondence for supervisor’s signature, clearance and further action by other personnel;
Adherence to appropriate protocol and correspondence guidelines by the office team when communicating with Governments and other external partners;
Development of effective systems and procedures to improve and streamline work and communication flow within the team, to meet high-paced job demands and business requirements;
Performs other duties as may be reasonably required and in line with the incumbent’s scope of services above.
Monitoring and Progress Controls
Online Performance Evaluation Report (PER) will be used to monitor and register performance through the contract duration.
Ad-hoc meetings with supervisor.
Education/Experience/Language requirements:
candidates With No United Nations Or Unops Experience Are Strongly Encouraged To Apply:
Education :
Secondary/high-school education required as a minimum.
First level university education (BA) in relevant field highly desirable. Relevant technical diploma (such as secretarial), or diploma or certification in a field related to business administration or public administration would be an additional asset.
Required experience:
Minimum six (6) years of relevant work experience in administrative support is required; (Note that a higher educational level can be accepted in lieu of work experience, i.e. with a BA degree 2 years of relevant work experience would be required;)
Desirable: (The following experience is optional. Candidates who do not have it are welcome to apply)
Experience as an executive assistant to senior managers or similar role would be an asset.
Knowledge of ERP software or accounting software is desired;
Knowledge of UNOPS financial regulations and rules is considered is an added asset;
Knowledge of UNOPS management systems is an asset.
Language:
Fluency in written and oral English and the language of the duty station required.
Knowledge of a second UN working language is desirable.
