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 from any race, ethnicity, sex, national origin, age, religion, disability, sexual orientation and gender identity.

Purpose of the Position:

Provide a comprehensive, professional, proactive, client focused business support service to UNICC, enable services to meet UNICC statutory and legal obligations. Provide a range of administrative and support services to facilitate business operations and deliver high-quality service delivery.

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. Deliver multiple business support activities and services in line with agreed standards, timeframes, and milestones, given tight timeframes and the need to maintain accuracy and attention to detail. Undertake a wide range of business administration coordination activities.

Main duties and responsibilities:

The incumbent will work under the direct supervision and guidance of the Chief, Business Relationship Management Section (DBR) within the Director (DO) Division and in close collaboration with the DBR team.

The incumbent could be requested to do any other tasks of similar level in related fields.

The incumbent will be responsible for managing and monitoring the following business support activities:

• Under guidance, coordinate and assist with the contracts` preparation with Business Support Assistant/Team
• Coordinate the assignment of members (Business Support Assistant/Team) to attend and prepare monthly meeting minutes
• Monitor and administer Clients and Business email boxes to ensure efficient, timely and accurate information flow in place
• Upon collaboration with the supervisor, dispatch the Business Support Assistant/Team workflow on daily basis
• Provide high-level support to the Chief, Business Relationship Management Section with the preparation of Audit activities/documents/meetings (ISO 20000, ISAE 3402)
• Monitor and administer documentation flow, tasks and actions for Request for Proposal (RFP) and Request for Information (RFI)
• Identify and support the development, implementation and solutions relating to business process
• Elaborate on the following proposals: Project Agreements, Service Delivery Agreement, Business Change Requests and customized engagement documents such as MOU/ICC Mandate in collaboration with other Units
• Adhere and provide support on interpretation of business policies, practices, procedures and guidelines to ensure day to day business support is delivered
• Providing support via coordinating particular end-to-end Services with UNICC counterparts to maintain proper business arrangements
• Provide support to end-to-end Clients Onboarding Process for new Partners, Users and Newcomers
• Review and draft documentation and correspondence in line with organizational requirements to support RFP/RFI process
• Provide administrative and logistics support and documents preparation for high-level meetings, seminars, conference and workshops; take the minutes at meetings, dispatch of materials, liaise with participants ensuring the provision of accurate and timely information
• Provide on-boarding training to new members of the Unit
• Responsible to manage the clients and business emails and ensure appropriate and immediate responses to maintain the business flow and professional image
• Address and suggest solutions or escalate clients’ notifications which may impact the business process/engagement
• Provide support in the following areas: finance, procurement, contract management and Business Development
• Cooperate with colleagues and seek advice from Team Leads from other Units to identify areas for improvement, ensuring the business engagement
• Support a demanding and reactive workload in a responsive way to assist the Business Relationship Managers Team/Chief to meet key objectives and clients’ requirements
• Maintain and administer IT systems and databases, including local and corporate IT systems, spreadsheets and databases to ensure that all information is accurate, stored correctly and accessible
• Act as an OIC for Business Relationship Managers when required
• Act as the first contact point for all Business Support requests and incidents
• Demonstrate innovative and imaginative thinking to improve business processes
• 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 a short period of time on a part-time or full-time basis upon request from the senior management

Experience and Skills required:

Essential:

• A minimum of five (4) years of administrative experience, including direct work experience performing administrative functions and providing secretarial/administrative/substantive support to Senior Management
• Excellent oral and written skills, excellent drafting, formulation, coordination and reporting skills
• Excellent communication and interpersonal skills, self-motivated, ability to work with minimum supervision, responsive and client-friendly
• Good working knowledge of Administrative Assistant duties
• Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, Outlook, PowerPoint, Visio, etc.) and email/internet; familiarity with database management, collaboration tools and office technology equipment
• Familiarity with Microsoft SharePoint
• Ability to work under pressure with tight deadlines and ability to maintain confidentiality
• Ability to relate well with different nationalities and to work well in a team within diverse environment

Desirable:

• Experience working in a multicultural and international environment
• Working experience within the UN system or similar International Organizations
• Sound knowledge of the World Health Organization (WHO) or the United Nations (UN) environment

Education*:

Essential:

• Successful completion of secondary school education

 Desirable:

• Knowledge of Business Administration, Project Management, Information Security and Service Management

Languages:

• English: Expert knowledge is required
• Knowledge of another official language of the United Nations is 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.
• 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.

Eligibility:

This vacancy is open to UNICC staff only.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Compensation:

Annual Salary Estimation (net of tax at single rate): EUR 39,799.

UNICC also offers generous leave and absence allowances, flexible working hours, overtime compensation, teleworking, access to training, and depending on eligibility other benefits such as relocation grant, dependency allowance, language allowance, or education grant.

Closing date for applications:

Applications will be accepted until midnight (Geneva Time) on 12th October 2022.

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

* For UNICC staff members who do not meet the minimum educational qualifications, please refer to the applicable WHO e-Manual Annex 6 – Guidelines on Standard Minimum Experience Exposure and Education Requirements

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 from any race, ethnicity, sex, national origin, age, religion, disability, sexual orientation and gender identity.