Administrative Assistant

Under the guidance and supervision of the Area Coordinator, the Administrative Assistant provides support to administrative services ensuring high quality of work, accurate, timely and properly recorded/documented service delivery in New York and other offices throughout the world were UNOPS operates to ensure consistent service delivery. The Administrative Assistant promotes a client, quality and results-oriented approach.

Summary of Key Functions:

1. Provision of statistical and status reporting
2. Provision of administrative and secretarial support
3. Provision of logistical support
4. Provision of support to the project management office
5. Other duties as required

1. Provides statistical and status reporting, focusing on achievement of the following results:

- Input and extraction of data from various systems to prepare status and progress reports;

- Design and update of charts and statistical tables, using graphics software;

- Information-gathering and preparation of reports for statistical and monitoring purposes;

- Assistance to team members with computer use, document retrieval and dissemination of information.

2. Provides administrative and secretarial support to area coordinators, 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;

- 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 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

systematic basis;

- Preparation of briefing materials as required for mission travel and/or discussion on project activities and status.

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

- Support to organization of meetings, conferences, workshops, retreats; preparation of agenda and logistics arrangements, including circulation of the

documentation to be reviewed;

- Arrangement of travel and hotel reservations, preparation of travel authorizations;

4. Provides support to project management office, focusing on achievement of the following results:

- Maintenance of files and records relevant to project management;

- Collection of information on project documentation and compliance;

- Support in costing estimation, resource assignment;

- Processing of project documentation includes assisting project managers globally in obtaining the corresponding approvals.

5. Other duties as required

Education:

• High School Diploma or equivalent. A higher education may substitute some of the required years of experience.

• A minimum of four years of relevant work experience in administrative and or HR/ Programme Support is required.
• Ability to work with computer and office software packages (MS Office 2007 and/or newer versions) and knowledge of spreadsheet and database packages is required.

• Fluency in written and oral English is required. Knowledge of another United Nations official language is an advantage.

• 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.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide 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.

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

UNOPS provides its partners with advisory, implementation and transactional services, with projects ranging from building schools and hospitals, to procuring goods and services and training local personnel. UNOPS works closely with governments and communities to ensure increased economic, social and environmental sustainability for the projects we support, with a focus on developing national capacity.

UNOPS vision is a world where people can live full lives supported by appropriate, sustainable and resilient infrastructure, and by the efficient and transparent use of public resources in procurement and project management.

With over 8,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it.  By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

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.

Based in the New York, the UNOPS Development Group Cluster supports diverse partners with their peacebuilding, humanitarian and development operations. For example, within the United Nations Development Programme, the Cluster works with the Bureau for Policy and Programme Support and the Office of South-South Cooperation.

The cluster also supports the United Nations Secretariat, as well as a broadening community of other New York-based United Nations organizations in the delivery of project management and implementation services