Administrative Assistant

Based in Geneva, the Europe and Central Asia Regional Office (ECR) supports UNOPS offices throughout the region through: management, financial and programmatic oversight of global and country-specific portfolios, clusters and operations centres, including hosting services; fund and management advisory services; project implementation; procuring goods and services; and managing human resources.

ECR ensures that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between business units and projects across the entire region.

 ECR strategy is to:

• Strengthen UNOPS role in operationalizing the Sustainable Development Goals with particular emphasis on health, environment and economic development.
• Position UNOPS in the Balkan sub-region, the Caucasus and Central Asia.
• Strengthen the implementation of ECR global and regional programmes, with revitalized partnerships in infrastructure, procurement and project management.

ECR operates global portfolios from offices in Geneva, Brussels and New York, and country-specific programmes from its operations and project centres located in Eastern Europe and Central Asian countries.

Under the guidance and supervision of the Special Assistant to the Regional Director, Europe & Central Asia (ECR), the Administrative Assistant provides support to administrative services ensuring high quality of work, accurate, timely and properly recorded/documented service delivery at in the ECR Office. The Administrative Assistant promotes a client, quality, and results-oriented approach.

The Administrative Assistant works in close collaboration with operations, portfolio and project personnel in the ECR Office and its Operations/Project Centres, as well as with personnel in Headquarters and other UN agencies to ensure consistent service delivery.

Summary of Key Functions:

• System maintenance and reporting
• Provision of administrative and secretarial support
• Provision of logistical and procurement support
• Provision of support to office maintenance and assets management
• Support to knowledge building and knowledge sharing

1. Ensures system maintenance and reporting, focusing on achievement of the following results:

• Input and extraction of data from various automated UNOPS systems, such as finance, procurement, travel, etc.  Verification of data from hard copy records and files.
• Design and update of charts and statistical tables, using graphics software.
• Information gathering and preparation of reports for statistical and monitoring purposes.
• Review and analysis of system operational problems and resolution of data discrepancies.
• Assistance to team members with computer use, document retrieval, and dissemination of information.

2.  Provides administrative and secretarial support to Regional Director’s Office, focusing on achievement of the following results:

• Timely processing of incoming and outgoing mail and documentation; maintenance of the corresponding register and distribution as appropriate
• Support to organization of meetings, conferences, workshops, retreats; preparation of agenda and logistics arrangements, including circulation of the documentation to be reviewed.
• Drafting of minutes, when required, and follow-up as needed.
• Preparation of standard replies to queries, advice, statistics etc, seeking critical input from all parties concerned.
• Preparation of reports, charts, graphs, and tables, applying skills in the use of technology and information system in the organization, accuracy, and compliance with UNOPS format and style.
• Establishment and maintenance of hard and on-line records for easy reference and retrieval. Closure/archiving of all files and final reports on a systematic basis.
• Update and monitoring of the delegation of authority to project personnel and liaison with the projects in the field
• Preparation of briefing materials as required for mission travel and/or discussion on project activities and status.

3.  Provides logistical and procurement support, focusing on achievement of the following results:

• Within delegated authority, initiation of actions related to one or more of the following: financial information, travel arrangements, payments, purchases and delivery of equipment and supplies; tracking and monitoring the status of actions.
• Receipt of shipments, preparation of documents for shipments (received/sent), arrangements for shipments.  Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance.
• The arrangement of travel and hotel reservations, preparation of travel authorizations.
• Processing requests for visas, identity cards, and other documents in accordance with requirements of the United Nations and national government.
• Collection of information for DSA, travel agencies and other administrative surveys
• Procurement of office supplies and equipment 

Completion of secondary school or equivalent is required.

Minimum 3 years of relevant work experience required.  Ability to work with computer and office software packages  (MS Office 2010 and/or newer versions) and knowledge of spreadsheet and database packages required.

Fluency in written and oral English required.  Working knowledge of French is desirable.  Knowledge of other UN working languages and asset.

Functional Competencies

• Shares knowledge and experience
• Provides helpful feedback and advice to others in the office

• Good knowledge of the UNOPS filing system
• Understanding of UNOPS operations procedures
• Ability to analyze and interpret data and reports
• Organized, attention to detail, able to prioritize and process large volume of work
• Aptitude for working with computers, and ability to utilize a variety of software applications
• Ability to interact and communicate within a team and with clients

• Ability to adhere to work assignments and meet designated deadlines.
• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure
• Responds positively to critical feedback and different points of view

• FOR THIS POSITION ONLY APPLICANTS WITH SWISS NATIONALITY OR THE RIGHT TO LIVE AND WORK IN SWITZERLAND WILL BE CONSIDERED. 
• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• The incumbent is responsible for abiding by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

PLEASE SUBMIT A COVER LETTER ALONG WITH YOUR APPLICATION.

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments, and other partners to manage projects, infrastructure, and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach mean that we can quickly respond to our partners' needs while offering the benefits of economies of scale.