Background Information – Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

The UNOPS New York Board and External Relations Office manages the organization’s relationship with the Executive Board of the UN Development Programme (UNDP), the UN Population Fund (UNFPA) and UNOPS; UN Member States; and the broader UN system. The Office positions UNOPS on a variety of strategic initiatives and represents the organization on UN system-wide issues that require inter-agency collaboration and coordination.

Reporting to the Director of the New York Board and External Relations Office, the incumbent will ensure the provision of dedicated executive support to the Director, including providing general office support services, preparing correspondence, coordinating and arranging meetings and appointments, and facilitating other activities as requested. The role will also provide administrative and logistical support to all functions within the Office as needed, ensuring high quality and accuracy of work.

The incumbent will engage directly with a variety of internal and external stakeholders, often on behalf of the Director and the Office, and will have to display strong UN values throughout all areas of work.

To enhance the smooth running of the Director’s day-to day activities and the Office, (s)he will have excellent organizational skills and the ability to manage multiple tasks, knowledge of protocol, strong communications skills, especially written ones, relationship management skills through a proven track record in assisting teams in the arrangement of events and initiatives, and an ability to work and act under pressure and with discretion in a politically sensitive and challenging environment.

Functional Responsibilities

1. Administrative Support to the Director

• Manage the Director’s calendar and schedule of meetings and appointments.
• Arrange internal and external meetings, and provide secretarial and administrative support as needed, including but not limited to the preparation of briefing files and minutes/summaries of actions to be taken.
• Manage incoming and outgoing routine correspondence, and answer queries with discretion.
• Support the Director with protocol matters.
• Liaise and coordinate with the Executive Office and other internal stakeholders on administrative and logistical matters, and facilitate the flow of information and communication between the Director and other teams within UNOPS as necessary.
• Anticipate and flag issues of administrative concern, and keep the Director abreast of new developments or changes.
• Undertake procurement processes as requested by the Director, and verify and process payments.
• Assist the Director in the elaboration of resource requirements for budget submissions as required, and monitor budget implementation/expenditures.
• Perform other duties as may be reasonably required and assigned by the Director.

2. Communication and Information Management

• Communicate effectively and liaise with internal and external stakeholders on behalf of the Office, following protocol.
• Screen incoming correspondence and route to relevant colleagues in the Office for timely action/follow-up.
• Adhere to appropriate approval processes for documents that require signature.
• Draft routine correspondence, such as letters, memos, and note verbales.
• Maintain lists of contacts of internal and external stakeholders.
• Maintain hard copy and electronic files and reference materials, and ensure safekeeping of confidential records as required.
• Develop and maintain calendars of significant events and meetings in New York.
• Co-ordinate Office related updates to the intranet and external website.

3. Logistical Support

• Manage travel for the Director and the Office and coordinate arrangements such as visa, hotel, security clearance, and protocol matters.
• Support the planning and coordination of UNOPS colleagues’ missions to NY for the Executive Board and other high-level meetings and events, including drafting agendas in collaboration with the Executive Office and other internal stakeholders.
• Support the planning of meetings, events and receptions with Executive Board member states, partners and other stakeholders, assist with protocol matters, and organize the related logistics.
• Receive officials of the UN system and senior representatives of Member States, and coordinate the logistical arrangements related to visits.

4. Knowledge Building and Knowledge Sharing

• Build knowledge of practices of diplomatic protocol, including practices developed within the United Nations system.
• Collect feedback, ideas, and internal knowledge about processes and best practices.
• Provide regular feedback on existing systems, tools and resources to ensure their relevance and assist with the preparation of standard operating procedures and other guidance documents and templates, as required.
• Support to on-boarding of new colleagues.

Impact of Results:

The effective and successful performance by the Administration Associate reinforces the visibility and image of UNOPS as an effective service provider in project services and management and strengthen its competitive position as a partner of choice in sustainable development and project services

Education/Experience/Language requirements

Education:

• Completion of secondary education is required.
• A first-level university degree (Bachelor’s Degree), preferably in administration, management, public administration or another relevant field is desirable but not required.

Experience:

• A minimum of six years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations is required (two years of experience in combination with a Bachelor’s Degree will be accepted).
• Experience in providing administrative support and assisting senior-level management positions is required.
• Proficiency in using Google Suite and/or MS Office and handling web-based management systems is required.
• Experience in public relations and communications with senior officials and representatives of diplomatic missions is desirable.
• Experience in UN system organizations is an asset.

Language Requirements:

• Full working knowledge of English is required.
• Knowledge of another official UN language is an asset.

 

Competencies

 

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

 

Contract type, level and duration

Contract type: LICA-6
Contract level: ICS-6
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Information

 

• 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. 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.