Administration Assistant

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 7,172 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Background Information - Job-specific

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.

Functional Responsibilities

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.

2. Administrative/office support:

• Maintain all hard copy and electronic files, reference materials and confidential records as required, and evaluation of information for retention or disposal.
• Provide a front office support function to the wider team including logistics support.
• Support the information flow in the office and dissemination of corporate and interoffice communication to staff as required.
• Facilitate information sharing across the SUN Movement Secretariat.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Coordinator/Director.
• Draft routine correspondence, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required.
• Prepare spreadsheets, database files, presentation slides and tables ensuring appropriate style and accuracy of information.
• Manage of the Coordinator/Director’s missions and representation schedule, as well as related travel arrangements.
• Prepare high quality briefing materials for the Coordinator/Director for appointments, meetings, missions.
• Support and assist the review and monitoring of expenditures against the administrative budget.
• Initiate and present proposals to change priorities, appointments and scheduling conflicts, eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate divisions.
• Provide all other related administrative, logistical, protocol and secretarial services.

3. Knowledge sharing/innovation:

• Organisation of training for SMS personnel on coordination, administration and protocol issues.
• Contribute to training of new or temporary support personnel on office methods, systems and procedures.

Impact of Results The effective and successful achievement of results will support the SUN Movement and its Secretariat to achieve its vision of a world free from malnutrition in all its forms by 2030.

Education/Experience/Language requirements

A. Education: - 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.

B. Work 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.

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

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

For more details about United Nations staff contracts, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/UN-Staff-Contracts.aspx

Additional Considerations

• 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.

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.

Background Information - UNOPS

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.

Additional information