Administrative Assistant

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

The objectives of the Centre, as stated by its mandate, are to provide information and communication technology (ICT) services (including training) on an inter-organizational basis.

This position is responsible for providing administrative, logistical, and procurement support to the Head, Business Relationship Management Section.

The incumbent will work under the direct supervision and guidance of the Business Relationship Management Section within the Clients and Projects Division and in close collaboration with the Business Relationship Management team. The incumbent could be requested to do any other tasks of similar level in related fields.

The incumbent will perform the following duties: • Provide procurement, logistical and administrative support to the Different Units including by assisting staff/consultants and Software/Application support activities; • Research, retrieve and present information from a variety of internal and external sources concerning basic supplier management including getting quotes and tabulating various procurement information; • Assist in processing procurement and budget information and data in accordance with instructions and make necessary abstracts and computations. Summarize information reflecting current obligations and future procurement and budgetary implications. Identify and modify incorrect data; • Initiate procurement requests, managing renewals of contracts (software and consultants); • Assist in drafting and preparing official relevant documents including support on procurement activities related to consultants, shortlisting and scheduling interviews, preparing recommendations, follow-up on approvals; • Maintain timely and orderly files and official records related to these activities; • Assist revenue recognition process by ensuring completeness and accuracy of project charges, in strict collaboration with Business Control unit; • Provide other ad hoc support either within your team or in other teams as required – this includes the participation in special projects or support to service delivery for short period of time on a part-time or full-time basis upon request from the senior management.

• Teamwork: Develops and promotes effective relationships with colleagues and team members. Deals constructively with conflicts. • Communicating: Expresses oneself clearly in conversations and interactions with others; listens actively. Produces effective written communications. Ensures that information is shared. • Respecting and promoting individual and cultural differences: Demonstrates the ability to work constructively with people of all backgrounds and orientations. Respects differences and ensures that all can contribute. • Knowing and managing yourself: Manages ambiguity and pressure in a self-reflective way. Uses criticism as a development opportunity. Seeks opportunities for continuous learning and professional growth. • Producing results: Produces and delivers quality results. Is action-oriented and committed to achieving outcomes.

administrative experience, including direct work experience performing administrative functions in a similar context; • Excellent customer service skills, good telephone manners and excellent written and verbal communication; • Ability to work under pressure and with minimum supervision; • Excellent organization and time management skills, ability to meet deadlines and prioritize own workload; • Proficiency in MS Office, specifically Excel and PowerPoint. Good understanding of other Microsoft tools like Outlook, SharePoint and Teams; • Must be technologically savvy, demonstrating the ability to easily adapt to new and unfamiliar technologies, software, and systems; • High level of personal integrity, as well as the ability to professionally handle confidential matters, and show an appropriate level of judgment and maturity; • Collaborative and flexible mindset; • Attention to details and high level of accuracy; • Ability to deliver quality results.

Desirable: • Experience working in a multicultural environment; • Experience with reporting (summarizing/aggregating data); • Experience in improving processes (streamlining, creating efficiencies); • Working knowledge of project management best practices (PRINCE2/Agile is desirable).

Valencia is the third-largest city in Spain, and it has an almost perfect climate, with over 300 days of sunshine every year. With superb gastronomic tradition and excellent accommodation facilities, Valencia is a perfect city to visit and to live in. It is among the more affordable Spanish cities, as the price of housing and food, for example, is overall lower than in many other cities.

It has become a city of contrasts, with a combination of fascinating history and the most modern cultural movements, together with numerous museums, galleries, and festivals during the whole year. It is well communicated with airport, harbor, and a wide variety of public transport network. Valencia is overall a very safe city for its size; even the petty crime is low”.