Administration Associate

Job categories Administration

Vacancy code VA/2021/B5117/22104

Department/office ECR, GVA, WASH

Duty station Geneva, Switzerland

Contract type Local ICA Support

Contract level LICA-6

Duration Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

Application period 01-Jul-2021 to 14-Jul-2021

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

This vacancy is closed.

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Background Information - Job-specific

Background Information – The Sanitation and Hygiene Fund (SHF)

The Sanitation and Hygiene Fund (SHF) is a multi-donor fund established in 2021 with the overall aim to effectively address the sanitation, hygiene and menstrual health gap; and raise, catalyse and invest resources to accelerate delivery of sustainable sanitation and hygiene services for people with the highest burden and lowest ability to respond.

The SHF is looking for mission-oriented, collaborative, open minded and flexible candidates who are passionate about global development.

Role of the Administration Associate

Reporting to the Special Assistant to the Executive Director, this role ensures effective and efficient functioning of the executive office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Administration Associate works in close collaboration with stakeholders to ensure efficient flow of information, actions on instructions, agendas kept and at all times the projects on behalf of the office of the ED reliability and professionalism.

Functional Responsibilities

1. Support to the Executive Director In collaboration with the Speci...

1. Support to the Executive Director

In collaboration with the Special Assistant to the Executive Director (IICA2):

Maintain the Executive Director’s calendar, contacts with visitors, arrangement of appointments and meetings, taking minutes as required.
Manage the Executive Director’s missions and representation schedule.
Prepare correspondence, directives, comments on behalf of the Executive Director for his/her signature and making follow-up when required.
Ensure provision of effective communications flow and documentation support to the Executive Director’s office.
Maintain the executive office filing system ensuring safekeeping of confidential materials.
Coordinate information flow in the office, anticipate needs of the Executive Director and resolve issues in advance.
Facilitate information sharing among teams and external partners.

2.Executive office support

Screen all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other personnel; wherever possible.
Draft routine correspondence, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required.
Prepare spreadsheets, database files, presentation slides and tables ensuring appropriate style and accuracy of information.
Contribute to the preparation of various written outputs, e.g. draft background papers, analytical notes, sections of reports and studies, inputs to publications etc.
Provide administrative and substantive support to consultative and meetings with key stakeholders, including proposing agenda topics, identifying and proposing participants, preparation of background documents and presentations.

3. Knowledge management and innovation

Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
Propose efficiencies to improve communication bottlenecks in the office and streamline office procedures.

Competencies

Treats all individuals with respect; responds sensitively to differences and enc...

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

a. Education Secondary Education or High School Diploma required. A Bachelor deg...

Contract type, level and duration

Contract type: Individual Contractor Agreement Contract level: Local Support...

Additional Considerations

THIS IS A LOCAL POSITION FOR WHICH ONLY THOSE APPLICANTS WHO HAVE THE RIGHT TO L...

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful imp...

This vacancy is closed.

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APPLICATION TIPS

How to send a good application:

TOGETHER, WE BUILD THE FUTURE

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.

Our mission is to help people build better lives and countries achieve peace and sustainable development.

We are proud of our people. The UNOPS family brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf on our partners. Spread across 80 countries, our workforce is rich in diversity and culture – with inclusion at its core.

We understand the importance of balancing professional and personal demands and offer several flexible working options.

Explore what we offer here.