Administrative Assistant

Consultant Admin

Overview

Complete administrative tasks for UNFSU projects

You have:

• High School Diploma or equivalent is required.
• At least two (2) years of progressive experience in general office support is required.
• Experience in the use of Office software package (e.g. MS Word, Excel) and Adobe Acrobat is required.
• Experience as a rapporteur/minute taker and the ability to prepare multi-day meeting reports is required.
• Fluency in oral and written English is required.
• Knowledge of an additional official UN language is desirable.
• Knowledge of Italian is desirable.

Contract

This is a Consultancy contract. More about Consultancy contracts.

Result of Service

• Completion of the 3rd cycle of the FSU Long Service Medals project • Issuance of new UNFSU membership cards • Submission of accurate FSU Council Meeting minutes

Work Location

BRINDISI

Expected duration

3 MONTHS

Duties and Responsibilities

The United Nations Global Service Centre (UNGSC) provides critical Supply Chain, Geospatial, Information and Telecommunications Technologies services and Training to all Special Political missions, Agencies, Funds and Programmes of the UN system worldwide. This position is located in the United Nations Field Staff Union Secretariat (UNFSU) at the United Nations Global Service Centre (UNGSC) in Brindisi, Italy. The Incumbent reports to and works under the supervision of the UNFSU Executive Office / Administrative Assistant. The Individual Contractor will be performing the following duties: • UNFSU Long Service Medals project: Identify eligible staff members by checking documents in the applications submitted by staff. Cross checking eligibility against Payroll HQ lists of UNFSU contributing members, to confirm staff members’ status as a dues-paying member for a minimum of one year. Verify period of service to determine which medal should be presented. Accurate preparation of individual Long Service Certificates. Print certificates, collate with medals and prepare for dispatch. Other activities related to this project as required. • UNFSU membership cards for new contributing members’ project: Prepare, collate, and dispatch membership ID cards to Mission UNFSU Committees for final distribution to eligible staff members. Confirm implementation of new contributions by checking Payroll HQ lists of UNFSU contributing members for the period. Enter new paying members data into the cards management system, print cards and dispatch them to individuals and/or to UNFSU Committees for distribution. • The IC shall perform the functions of rapporteur for the 2025 UNFCU Council meeting from 3 – 7 March 2025. The minutes should be in English and MS Word. The IC will take accurate notes of the meeting discussions and draft the minutes as a summary of the daily discussions. The minutes should reflect all “action points” and “council decisions.” The draft minutes should be submitted to the FSU Executive for review 2 weeks following the conclusion of the meeting. • Perform any other duties as requested.

Qualifications/special skills

High School Diploma or equivalent is required. At least two (2) years of progressive experience in general office support is required. Experience in the use of Office software package (e.g. MS Word, Excel) and Adobe Acrobat is required. Experience as a rapporteur / minute taker and the ability to prepare multi-day meeting reports is required.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of an additional official UN language is desirable. Arabic, Chinese, English, French, Russian, and Spanish are the official languages of the United Nations Secretariat. Knowledge of Italian is desirable.

Additional Information

Not available.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: careers.un.org