UNICC is committed to achieving diversity and inclusion within its workforce, providing an environment that reflects the values enshrined in the Charter of the United Nations and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. UNICC is dedicated to the SDGs, making SDG-5 (Gender Equality) and SDG-10 (Reduce Inequalities) the organization goals.

https://www.un.org/sustainabledevelopment/sustainable-development-goals/

The objective of the Centre is to provide trusted ICT services and digital business solutions to its Clients and Partner Organizations.

Background information:

Since 2020, UNICC has been supporting ADB’s IT Resiliency Hub in Valencia under a four-year pilot program. Currently, the hub hosts two ADB International Staff and a team of 11 UNICC personnel, all dedicated to IT resiliency activities. As ADB transitions from the pilot phase to full implementation, there is a growing need for additional space, shared services, administrative support, and other space-related services to facilitate the smooth expansion of operations.

To scale up the IT Resiliency Hub into a fully operational IT Delivery and Resiliency Center (IDRC) in Valencia, Spain, ADB requires shared support services, which are outlined in this Terms of Reference (TOR).

Main duties and responsibilities:

The Administrative Support Services Consultant acts as a full-time executive assistant to the Head of IDRC and senior ADB Staff based in Valencia, Spain, providing on-the-ground executive administrative support. The incumbent will also be under guidance and coordination with the Administrative Assistant Lead (MS) at UNICC.  Responsibilities include managing schedules, facilitating communication, organizing and maintaining files, arranging travel, coordinating meetings, monitoring office supplies, assisting with budget tracking and expense reporting, supporting various projects, interacting with clients and stakeholders, organizing events, and ensuring compliance with ADB policies.

Administrative Support:

• Provide full-time administrative support to the IDRC team, including scheduling meetings, managing calendars, preparing meeting materials, and taking minutes as needed
• Organize and maintain files, records, and documentation in accordance with ADB administrative standards
• Monitor and maintain office supplies and other logistical requirements to ensure a fully functional office environment
• Coordinate room reservations, desk allocations, and overall executive assistance support.
• Facilitate communication between IDRC staff personnel, ADB headquarters, UNICC, vendors, and external stakeholders

Travel and Event Coordination:

• Arrange travel itineraries, accommodations, and logistical support for IDRC staff and visiting ADB personnel
• Support the planning, coordination, and execution of events, workshops, training, and other capacity-building activities hosted at IDRC
• Process travel requests, expense claims, and related documentation in accordance with ADB travel policies and guidelines

Compliance and Policy Adherence:

• Ensure that all administrative and operational activities adhere to ADB’s policies, procedures, and standards
• Maintain a high level of confidentiality and professionalism in handling sensitive information and documents

Reporting and Documentation:

• Prepare and maintain accurate reports, records, and documentation related to administrative services

Other:

• Perform other duties related to the project as requested by the ADB staff, team leader or project leaders as assigned by ADB
• The role requires onsite presence at ADB’s IT Delivery and Resiliency Center (IDRC) in Valencia, Spain
• Standard work hours are from 8:00 AM to 5:00 PM, unless otherwise specified
• Flexibility to support events, activities, or engagements beyond regular work hours may occasionally be required

Experience and Skills required:

Essential:

• Minimum of four (4) years of administrative support experience, preferably in an international organization, multilateral development institution, or shared services environment
• Proven experience in managing schedules, travel coordination, event planning, and general office management
• Administrative and Organizational Skills: Strong ability to manage schedules, organize files, coordinate meetings, and handle multiple tasks efficiently
• Communication Skills: Excellent communication and interpersonal skills to engage with diverse stakeholders
• Problem-Solving: Ability to proactively address logistical, operational, and administrative challenges
• IT Proficiency: Proficiency in MS Office applications (Excel, Word, PowerPoint, Outlook) and familiarity with financial and administrative software systems
• Time Management: Strong ability to prioritize tasks and meet deadlines while ensuring high-quality administrative support
• Confidentiality and Discretion: Ability to handle sensitive information with a high level of confidentiality and professionalism
• Stakeholder Management: Strong capability to engage with internal and external stakeholders and facilitate seamless coordination
• Event and Travel Coordination: Proven ability to plan, organize, and execute travel arrangements, workshops, and events

Desirable:

• Previous work experience in a fast-paced, multinational, or multicultural environment
• Previous experience with UNICC’s organizational setting and service offering

Education:

Essential:

• Completion of secondary education or equivalent

 Desirable:

• First university degree in business administration, office management, finance, or a related field

Languages:

• English: Expert knowledge is required
• Knowledge of the local language of the Duty Station will be an advantage

UNICC Global Competencies:

• 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.
• Producing results: Produces and delivers quality results. Is action oriented and committed to achieving outcomes.
• Moving forward in a changing environment: Is open to and proposes new approaches and ideas. Adapts and responds positively to change.
• 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.

Compensation:

Fee will be based either on the National Officer salary scales or the Individual Consultancy band levels (for Headquarters) 

• National Officer Salary Scale
• For headquarters, Individual Consultancy band levels will be used

Closing date for applications:

Applications will be accepted until midnight (Geneva Time) on the 29 August 2025

Notes:

• Technical and/or personality tests may be carried out as part of the selection process
• Only short-listed candidates will be contacted
• Though you may not be selected for this advertised position, the UNICC 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

The UNICC workforce consists of many diverse nationalities, cultures, languages, and opinions. UNICC seeks to sustain and strengthen this diversity by ensuring equal opportunity and an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, ethnicity, sex, national origin, age, religion, disability, sexual orientation and gender identity.

For applications to be valid, they must contain a motivation letter and the filled Personal History Form.