Administration Assistant (INTERNAL VACANCY), Multiple positions

Since 2010, the Scaling Up Nutrition (SUN) Movement has inspired a new way of working collaboratively to end malnutrition, in all its forms. With the governments of SUN Countries in the lead, it unites people—from civil society, the United Nations, donors, businesses and researchers—in a collective effort to improve nutrition. The SUN Strategy 2021–2025 (SUN 3.0) prioritises country leadership and focuses on supporting systemic change at the country level. It seeks to capture the ambition of SUN countries and guide the work of all actors at all levels aligning concerted action behind and responding to commonly agreed national priorities set out by governments in SUN countries. 

SUN 3.0 is committed to fundamental, non-negotiable aspects of effective nutrition action, including equity and the principle of leaving no one behind. For its third phase, the SUN Movement will drive forward gender equality and enshrine youth leadership across the Movement.  SUN 3.0 will strengthen partnerships to achieve greater impact on nutrition through food systems, health systems, social protection systems, actions by the private sector and humanitarian and development actors, and through education, water, sanitation and hygiene (WASH) and climate change adaptation.

The SUN Movement Secretariat plays a central role in enabling the multiple members and structures of the Movement to work together to advance progress on country-level priorities and the global positioning of nutrition.  

The SUN Movement Secretariat comprises approximately 35 personnel, based in Geneva and in various regions globally.  All parts of the Movement – member governments, the four SUN networks (Civil Society, United Nations, Business, Donors), the SUN Movement Coordinator and the SUN Movement Secretariat work together to align and focus efforts on priorities within countries.

The SUN Movement Secretariat is hosted by UNOPS.

Role of the Administration Associate 

Under the guidance and direct supervision of the SUN Movement Coordinator/Director, SMS, the Administration Associate ensures effective and efficient functioning of the Coordinator/Director’s 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 personnel across the SUN Movement, UN Agencies and senior government officials to ensure efficient flow of information, actions on instructions, agendas.

1. Administrative support to the Coordinator/Director:

• Support the management of the Coordinator’s/Director’s Office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the office team.

• Efficiently and discreetly manage the Coordinator/Director’s schedules.

• Organise regular and ad-hoc meetings including preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points.

• Organise special corporate events, such as luncheons, receptions for high-level invitees from missions, governments, UN agencies, governmental/non-governmental organisations and other partners.

• Establish an effective network and exchange of information with internal partners and important business clients.

• Screen all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other personnel; wherever possible.

• Develop effective systems and procedures to improve and streamline work and communication flow within the team, to meet high paced job demands and business requirements.

• Use technology and electronic systems and tools to initiate work, share information with colleagues and clients.

• Ensure adherence to appropriate protocol and correspondence guidelines by the office team when communicating with Government and other external partners.

• Secondary Education or High School Diploma required. 
• A Bachelor degree in Business Administration or any area related to the description of duties is a plus and may replace some of the minimum years of required experience.

•  A minimum of six (6) years of progressively responsible secretarial, administrative, and/or programme support experience is required.
• Experience in the usage of computers and office software packages such as Microsoft Office, Google Workspace, experience in handling of web-based management systems is essential.
• Relevant experience working in international organisations is desirable. 

•  Fluency in English Language ( Writing, Reading and Speaking) is required.
• Knowledge of another official UNOPS language, particularly French is desirable

Contract type: Fixed-Term Staff Contract
Contract level: ICS 5 / G5
Contract duration: One year initially, renewable subject to satisfactory performance and funding availability

• 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.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• 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
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  
• Please note that this is an Internal Vacancy Announcement
• This role is open to SUN Movement Secretariat (SMS) and Pooled Fund team members ONLY

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 is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.