Administration Senior Assistant

Under the overall guidance and supervision of the ICT Associate, the Administration Senior Assistant provides the overall administration and execution of varied and inter-related operational and logistical activities at the New York Office, ensuring high quality and accuracy of work. The Administration Senior Assistant promotes a client, quality and results-oriented approach.

• Support the New York Portfolios Office (NYPO) Senior Management with general clerical administration as required as additional surge capacity.
• Greet clients and visitors with a positive, helpful attitude
• Ensure that documents, crucial letters and other relevant o crucial correspondence) are properly submitted to different partners and are digitally field.
• Register and guide visitors to the UNOPS office and ensure that the main office entrance is monitored.
• Support the office to manage the NYSC office calendar to ensure all meetings (global and New York based), trainings and events are captured for the year ahead and updated on a regular basis.
• Manage the office premises and ensure that the premises are well maintained and initiate necessary requests for office repair and maintenance ensuring health, safety, social and environmental (HSSE) compliance.
• Manage overall administration for the NYO in terms of managing subscriptions/payments, procuring office supplies etc.
• Act as Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
• Assist with various other administrative assignments as they arise such as mobile phone bills, courier bills and other recurring charges.
• Assist with administrative arrangements, workshops, meetings and conferences organized by NYO, including in the logistical planning and procurement of services.
• Petty cash management as needed by the office
• Creation of purchase orders, request for proposals (RFPs) and supplier profiles in One UNOPS, seeking approval and budget checking, screening of supplier invoices for correctness, and monitoring of payments with Finance department.
• Provide ad hoc support to New York Liaison Office (NYLO) and Legal Office on administrative tasks.

 Monitoring and Progress Controls

• Online Performance Evaluation Report (PER) will be used to monitor and register performance through the contract duration.
• Ad-hoc meetings with supervisor.

• Completion of secondary school is required. 
• A first level university degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.
• In the absence of a degree, administrative certification is an asset

• Minimum of five years of relevant experience in general administrative, or operations’ support services in national or international public or corporate organizations.
• Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is required.

• Some experience in UN system organizations is desirable.
• Experience in use of enterprise systems including OneUNOPS is desirable.

 Language

• Fluency in English (write, speak, read) is required
• Knowledge of another UN working language is an asset.

• Contract type: Local Individual Contractor Agreement - LICA 
• Contract level: LICA 5
• Contract duration Ongoing ICA - 'Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.'

• This is a local position, no travel/installation costs to the duty station are included.
• This position is only open to local candidates who are United States of America (USA) citizens or permanent residents in the USA.
  
  

• 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.

• 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.

• This position will be based in New York, USA which is a family duty station.

• 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. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. 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.