Administration Associate (FCLP)

Application period 09-Apr-2025 to 22-Apr-2025

Functional Responsibilities:

Under the direct supervision of the Deputy Director - Programme, the Associate is responsible for the following:

Administrative Support to the Director

Manage the Director’s calendar and schedule of meetings and appointments.Arrange internal and external meetings, and provide secretarial and administrative support as needed, including but not limited to the preparation of briefing files and minutes/summaries of actions to be taken.Manage incoming and outgoing routine correspondence, and answer queries with discretion.Support the Director with protocol matters.Anticipate and flag issues of administrative concern, and keep the Director abreast of new developments or changes.Performs other duties as may be reasonably required and in line with the incumbent’s scope of services above.

Communication and Information Management

Communicate effectively and liaise with internal and external stakeholders on behalf of the Secretariat, following protocol.Screen incoming correspondence and route to relevant colleagues in the Secretariat for timely action/follow-up.Adhere to appropriate approval processes for documents that require signature. Draft routine correspondence, such as letters, memos, and note verbales.Maintain lists of contacts of internal and external stakeholders.Maintain hard copy and electronic files and reference materials, and ensure safekeeping of confidential records as required.Develop and maintain calendars of significant events and meetings.

Logistical Support

Manage travel for the Director and the Secretariat and coordinate arrangements such as visa, hotel, security clearance, and protocol matters.Support the planning and coordination of UNOPS colleagues’ missions to NY for the Executive Board and other high-level meetings and events, including drafting agendas in collaboration with the Executive Office and other internal stakeholders.Support the planning of meetings, events and receptions with Executive Board member states, partners and other stakeholders, assist with protocol matters, and organize the related logistics.Receive officials of the UN system and senior representatives of Member States, and coordinate the logistical arrangements related to visits.

Knowledge Building and Knowledge Sharing

Build knowledge of practices of diplomatic protocol, including practices developed within the United Nations system.Collect feedback, ideas, and internal knowledge about processes and best practices.Provide regular feedback on existing systems, tools and resources to ensure their relevance and assist with the preparation of standard operating procedures and other guidance documents and templates, as required.Support for on-boarding of new colleagues.

Monitoring and Progress Controls

A work plan will be developed based on the UNOPS PER cycle and serve as the overarching document to monitos progress and record performance.

Education/Experience/Language requirements:

*FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY

Education

Advanced university degree (Master’s degree or equivalent) preferably in Business Administration, Public Administration or in a field related to the post description with no relevant experience is desirable; ORFirst-level university degree (undergraduate, bachelor's degree, or equivalent) in Business Administration, Public Administration or in a field related to the post description with two (2) years of relevant experience will be considered an asset; ORSecondary school diploma (or high school equivalent) with six (6) years of relevant experience is required.In the absence of a university degree, an Administrative Certification is an asset.

Required Work Experience:

Relevant experience is defined as experience in general administrative, logistics, or operations' support services in national or international public or corporate organizations. Proficiency in computers and office software packages (MS Office) is requiredExperience in handling web-based management systems is required.

Desired Experience (The following experience is optional. Candidates who do not have it are welcome to apply):

Experience in UN system organizations is desirable.Experience in using Enterprise systems including OneUNOPS is desirable.

Language Requirements:

Fluency in English (read, write, speak) is required.Proficiency in Spanish and French is desirable.

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UNOPS embraces diversity and is committed to equal employment opportunities. Our workforce is made up of people from varied nationalities, cultures and races. They speak a range of languages and have different gender identities, sexual orientations, and abilities.
We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities. Click apply and join us!

Remarks: Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process.