Information Management Assistant

Org. Setting and Reporting

This position is located in the Political Affairs Section of the Office of the Special Envoy of the Secretary-General for Yemen (OSESGY). The incumbent will report directly to the Deputy Chief/Senior Political Affairs Officer of the Political Affairs Section. 

The incumbent will perform the following duties:

Information Management and Analysis

• Manages and updates the Office’s databases, herein including archiving, data entry and maintenance of lists and records (both paper and electronic) for different substantive activities, including, but not limited to, political consultations carried out by the Section as well as the prisoners’/detainees’ file;
• Performs database analysis for a variety of analytical products and assessments for different substantive files, as instructed;
• Regularly updates the database system to maximise benefits for substantive activities;
• Assists in the preparation of presentation materials using appropriate technology/software;

Administrative Assistance

• Drafts responses to routine correspondence and other communications of administrative nature, using standard software document processing packages; 
• Provides secretarial, administrative and logistics support to meetings, committees, conferences, etc; 
• Prepares and/or processes administrative documents/requests, such as requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.;
• Performs general administrative tasks, herein included leave and attendance recording, travel arrangements, UMOJA support, arrangements for meetings and other events, reservations, budget follow-up, etc.;
• Performs other duties as assigned.

Core Competencies 

Professionalism: Shows pride in work and in achievements; Demonstrates professional competence and mastery of subject matter; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Is motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; Places team agenda before personal agenda; Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings

Planning & Organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

Education :
 A High school or equivalent diploma is required.

• A minimum of four (4) years of experience in administration and general office support or related area is required.
• The minimum years of relevant experience is reduced to one (1) year for candidates who possess a first-level university degree.

Languages - English and French are the working languages of the United Nations Secretariat.
For the position advertised, fluency in English and Arabic (both oral and written) is required.

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions 

• 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 (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.