The position is located in the Department of Internal Services and Administration (INTSERV). INTSERV is comprised of four units: Security management (SECURITY), Facilities Management (FACILITIES), Publications Production Management (PRODOC), Support and Mail Services (SUPPORT/MAIL), and the Departmental Support Team (DST).
INTSERV is responsible for a wide range of services regarding facilities management, environmental sustainability, security and safety, logistics and services, including printing, publishing and distribution, mail processing, diplomatic privileges.
The position will coordinate with the Department's units and perform a variety of management support functions to assist the Department Director in carrying out her/his management role, including setting work priorities and ensuring efficient workflow within the Department and providing excellent client services. He/she will work closely with the Head of the Departmental Support Team and the Financial Certification Officer at departmental level.
The incumbent reports directly to the Director of INTSERV.
Specific Duties:
Perform all administrative and secretarial duties required by the Director of INTSERV. This includes planning and maintaining the Director's agenda, using judgement to schedule appointments and determine priorities; preparing briefing folders, meeting schedules and all related administrative tasks; organizing the Director's participation in meetings (internal and external), drafting official letters for the Director's signature.
Keep abreast of departmental activities and assignments, take notes in weekly departmental and other coordination meetings, and effectively plan secretarial and administrative support. Keep the Director informed of related matters.
Keep track of and communicate issues of a confidential and/or sensitive nature to the Director. Liaise with the Director on any human resources-related issues. Provide support to the Director for the timely submission of performance appraisals and assist to organize selection processes to fill temporary positions. Maintain electronic files and databases on human resources-related matters. In collaboration with DST, prepare administrative actions within the enterprise resourcing planning system (Integrated Resource Information System IRIS) for departmental staff and temporary staff.
Assist the Director in dealings with the Swiss mission and Swiss local authorities on facility and property management, mobility, security and safety and general office functioning by organizing and coordinating remote or in-person meetings with their representatives. Coordinate involvement, actions and input from the concerned INTSERV unit heads and from other departments such as JUR and BRP. Plan and coordinate meetings and briefings with field directors and regional directors on the wide range of activities and responsibilities of the department and ensure follow-up of the action items. Analyse requests, event information and security related communication received from the Swiss Mission and UNOG, take appropriate actions including the drafting of staff broadcasts.
Liaise with the Head of DST and the Financial Certification Officer to keep abreast of programme, human resources and budgetary matters, brief the Director on urgent matters and provide background information on topics for decision. Keep abreast of changes to administrative rules, regulations, policies, procedures, guidelines and other developments and provide guidance to staff within the Department, when necessary.
Follow up with the departmental units on requests from internal/external auditors and the Joint Inspection Unit and/or any other information requests. Coordinate responses in order to provide support to the Director and ensure timely responses.
Administer requests for official receptions/events within the building from internal or external parties. Interact with PROTOCOL and other organizers of high-level events, analyse the requests against established policies, dispatch to relevant units and services for action, provide the Director with advice on compliance prior to approval.
Act as leave clerk for INTSERV staff: DST, SUPPORT/MAIL and SECURITY. Coordinate and support the work of the other leave clerks in the department, providing back-up when necessary.
Draft correspondence (broadcasts and communications related to the various departmental activities) and other documents using a variety of software. Administer the department's annual/quarterly and monthly invoices (parking space rental, rents etc.). Update the intranet pages, in coordination with the unit focal points.
Evaluate the functioning of filing systems, both manual and automated, to ensure effective access to staff information. Maintain up-to-date contact and address lists and confidential files.
Perform other relevant duties as assigned.
Required qualifications:
Education:
Secondary school or commercial school.
Experience:
Formal secretarial training, plus at least eight to ten years’ secretarial experience, of which at least five to eight years within the Organization.
Languages:
Excellent command of two official languages (English, French, Spanish), including ability to draft well in both languages. A third language would be an advantage.
