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Position Summary
Vacancy Notice NumberICC/14/NY/571
Position TitleAdministrative Assistant
Position TypeOne year long term, renewable
Number of Positions1
Date of Issue1/27/2014
Date of Closing2/24/2014
GradeG4
Annual Salary EstimationUSD 41,119 (net)
Duty StationNew York, USA
Organizational Location/UnitInternational Computing Centre (ICC)
Position Description
Purpose of the Position

​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.

Objectives of the Programme
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.
Summary of Assigned Duties

​•  Provide administrative assistance and support (i.e. process requests and make all necessary arrangements for travel and training of staff; organize and coordinate meetings and other related activities; keep the calendar of the Services Manager, and provide secretarial assistance during meetings; make and answer telephone calls, and act as a communications link between the Services Manager and the staff

•  Provide day-to-day assistance and support to the Administrative Officer/Head, Administrative Unit

•  Use initiative and good judgment to respond to enquiries of a general nature regarding the services, policies and procedures of the Centre, and tactfully direct calls or enquiries to the appropriate staff, when necessary

•  Update the ICC NYD StaffNet site with approved documents as required by the Division

•  Operate and maintain a variety of office equipment in the performance of basic office functions, i.e. photocopier, facsimile, printer, scanner, etc.

•  Use standard word processing package, i.e. Word, Excel, PowerPoint, Visio and other related office software and tools to produce a variety of routine correspondence, reports, charts, tables, procedures, etc.

•  Maintain inventory of, and prepare requisitions for office supplies and equipment

•  Assists in the preparation of monthly reports for budgetary and resource utilization analysis

•  Act as backup for other administrative assistants, in case of extended absence, or as may be necessary

•  Maintain the office filing system

•  Coordinate the weekly dispatch of documents by FedEx and/or UN pouch, facilitate entry and receive visitors

•  Perform other duties as required

Other Information
Notes

​* Appointment against this position is on a local basis.

 

* Technical and/or personality tests may be carried out as part of the selection process.
 

* Only short‐listed candidates will be contacted.

 

* The ICC retains the right not to make any appointment for this vacancy, to make an appointment at a lower grade or to make an appointment with a modified job description or for shorter duration than indicated above.

 

* Though you may not be selected for this advertised position, the ICC will keep your application in a roster if your profile is deemed to be of potential interest for the Centre. You may thus be solicited by our HR department to participate in an interview for another position.

Recruitment Profile
ICC Global Competencies
Functional Knowledge and Skills

​Essential:
•  Good knowledge of various PC applications such as Word, Excel, PowerPoint, Outlook, and Visio
•  Ability to relate well with different nationalities and to work well in a team environment
•  Excellent interpersonal skills and telephone manner

Desirable:
•  Specific knowledge of the World Health Organization (WHO) or the United Nations (UN) environment is an advantage
•  Working knowledge of Microsoft Sharepoint

 

Education

​Essential:
•  Completion of secondary education or its equivalent

 

Desirable:
•  Accounting or bookkeeping background

Experience

​Essential:
•  A minimum of five (5) years of administrative experience, including direct work experience performing secretarial functions and providing administrative/substantive support and personal assistance to a higher level supervisor.
•  Experience in drafting and editing of official correspondence is required

 
Desirable:
•  Experience within the UN system of organizations

 

Languages

​•  Excellent knowledge of English (both verbal and written) is required.

•  Working knowledge of French or Spanish is desirable.