Administration Officer

The UN Alliance of Civilizations seeks to reduce tensions across cultural divides that threaten to inflame existing political conflicts or trigger new ones. Through preventive diplomacy initiatives, it works at grassroots level, promoting education, youth, media and migration projects aimed at building trust and respect among diverse communities. The Alliance was established in 2005, at the initiative of the Governments of Spain and Turkey, under the auspices of the United Nations. UNAOC is supported by a Group of Friends – a community of over 150-member states, international organizations and bodies. The UNAOC Secretariat, based in New York, USA, is funded by multiple donors, with operations-level support provided by UNOPS.

Responsibilities of the incumbent will include: managing complex schedules; performing planning, logistics, and operational work; and providing comprehensive administrative support to assure the smooth running of a busy office.

Candidates should have exceptional communication skills, a commitment to achieving a high level of accuracy and attention to detail, and a no-task-too-small approach to the work. An ideal team member will be able to work well independently but also be flexible enough to be directed at times.

Under the coordination of the Administration and Programme Operations Specialist and the direct supervision of the UNAOC High Representative, the Administration Officer duties will include:

Scheduling and Meetings:

• Manage and coordinate schedules of UNAOC senior management; organize and confirm appointments;

• Conduct research, review and analysis of information and comments for UNAOC senior management; 

• Synthesize and summarize information for UNAOC senior Management; 

• Provide logistical support in setting up bilateral meetings of the UNAOC senior management on national and international levels; book bi-lateral meetings rooms at UNHQ and oversees as needed; 

• Maintain records of all meeting requests and provide support in preparation of briefing materials for UNAOC senior management; 

• When requested, serve as focal point for hospitality arrangements for High Representative’s meetings; Lead RSVP processes; Maintain and update database of UNAOC High Representatives contact lists; 

• Provide support in drafting of briefing material and other documentation for the High Representative and his advisors; Assemble materials when needed; 

• When requested, register UNAOC senior management in the high-level conferences; Liaise with organizers in terms of administrative and logistical support for UNAOC senior management; 

Travel:

• Prepare itineraries for the UNAOC senior management official missions; compile supporting documents; hold internal consultations and facilitate changes to the itineraries; 

• Coordinate all High Representative’s accommodations; arrange for transpiration as needed;

• Compile and submit post mission travel documents in a timely fashion (boarding passes; receipts, guest lists; and etc.); 

• Support the planning of the UNAOC senior management missions; 

Correspondence:

• Draft and/or assist in drafting of correspondence on behalf of the High Representative;

• Prepare and/or coordinate preparation of briefing papers; speeches and detailed presentations or other materials as needed for UNAOC senior management; 

• Arrange for the dispatch of the official correspondence to the addressee (regular mail, FedEx, faxing);

• Maintain and organize up to date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials. 

• Maintain and timely update all contact directories of the High Representative.

Administration and Programming:

• Under the guidance of the Administration and Programme Operations Specialist, assist, support and follow-up with processing administrative tasks required for office operation;

• Assist the Admin and Programme Operations Specialist in managing the procurement processes, assist in preparing Terms of Reference, drafting Requests for Quotation where required;

•  Communicate with colleagues on the project team on areas requiring verification, correction, additional information to improve quality of output and /or account submission and increase knowledge base in the process.

• Develop and maintain a tracking system to assist the Admin and Programme Operations Specialist in following up the pending issues; 

• Provide administrative and logistical support to all UNAOC events on international and local level; 

Perform other duties as may be reasonably required and in line with the contractor’s scope of services above

Education 

• A first level university degree in international relations; public administration; social science, economics or related field is required.

• Minimum of two (2) years relevant experience 

• Fluency in oral and written English and Spanish is required.

• 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
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• 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 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.