Administrative Assistant

Result of Service The efficient coordination and management of all administrative matters within the office of the chief of the section.

Work Location Brindisi

Expected duration Six (06) 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 peacekeeping and special political missions around the world as well as to other UN Offices, Agencies Funds and Programs.

The United Nations Global Service Center (UNGSC) is seeking to hire an individual contractor to provide administrative support to the Chief of the Delivery and Return Section (DRS), which includes human resources and general office management matters.

This position is located in the United Nations Global Service Centre, Brindisi, Italy within the office of the Chief Delivery and Return Section (DRS) of the Supply Chain Service.

The administrative assistant will work under the supervision of the Chief, Delivery and Return Section.

Within limits of delegated authority, the individual contractor will be responsible for the following duties: - Performs, under minimal supervision, the full range of office management and administrative support functions. - Maintains files (both paper and electronic) and databases of the section and manages and updates internal databases and the Share Portal for the section. - Ensures smooth and efficient information flow within the section; prepares and processes confidential information; assists in the development of office administrative systems and procedures. - Compiles, and summarizes information for use in preparation of reports, briefings, talking points, work plans, meetings/conferences, etc. - Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc. - Orients new staff joining the section to relevant administrative procedures and practices and provides general assistance to staff under the section, as required. - Assists with formalities for newly recruited/incoming staff members under the section upon arrival at Brindisi. - Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports. - Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style. - Assists in the preparation of presentation materials using appropriate technology/software. - Assists in providing software and office equipment support. - Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the section. - Reviews, records, distributes and processes mail and other documents; follows-up on impending actions. - Practices discretion and confidentiality in the performance of his/her duties. - Provides ad hoc translation from/to Italian-English, as required.

Qualifications/special skills Academic Qualifications: - High School diploma or equivalent is required. - Technical or vocational certificate in administrative services, finance, human resources, business administration is desirable.

Experience: - At least three (03) years of progressively responsible experience in administration, finance, budget, accounting, audit, human resources, or related area is required. - Experience in the use of computer application for word processing and spreadsheets is required. - Experience in the United Nations or in a similar international organization is desirable. - Experience in providing management assistance to senior officials is desirable.

Language: - English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. - Fluency in Italian is desirable.

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.