Are you a dynamic Administrative Assistant with experience in supporting senior managers on a variety of administrative and PA related tasks? Are you interested in having a versatile role a recognized United Nations entity? Then join the United Nations International Computing Centre in our New York office, and be part of  a growing and successful team. 

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.

Main duties and responsibilities:

Personal Assistance to the Chief, Clients and Projects Division:

• Calendar management & general administrative support
• Liaising with HR, Finance, and Procurement on NY matters
• Monthly imprest account reconciliation reports
• Monitoring NY Admin mailbox

Office Management:

• Act as focal point for all office management related queries in New York: manage office supplies requests, be the point of contact with service providers (extinguisher, drinking water supply, HVAC, etc) manage office space allocation, coordinate maintenance work request, etc
• Provide support in requesting equipment, phone device and building access request for new staff and consultant
• Assist staff/guests visiting offices for meetings or other official business
• Arrange ICC NY meetings and assist in booking conference rooms
• Assist for office events

Finance :

• Perform day-to-day and monthly imprest account administration (e.g. petty cash, credit card, collection of payments from staff)
• Verify local bills (rent, phones, etc.) and UN Statement of Accounts
• Custodian of AT&T phone devices and monthly usage, spreadsheet monitoring and payments
• Liaise with UNGSC Finance for expenses done through them.
• Assist/liaise with the bank designated by WHO
• Liaison with GSC Tax Services for tax issues

Duty travel:

• Provide estimated travel costs in ITSM incident module
• Process Travel Requests in GSM
• Update required information in ITSM purchasing module
• Process requests and make all necessary arrangements for travel and training, such as visa requirements, UNLP and itinerary and Travel Authorization.
• Draft travel claims

Procurement:

• Prepare Procurement Requests based on staff needs (training, equipment purchase)
• Inventory mobile devices and other equipment and maintain records

Miscellaneous:

• Upload and verify consultant’s timesheets
• Updating spreadsheets and records in StaffNet/NY Admin collaboration site (sick/annual leaves, training etc.)
• Liaison with PAHO for health insurance (enrolment, extension, renewal)
• Point of contact with UN for regulations, compliance, security, phone directory

Experience and Skills required:

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

Desirable

• Experience within the UN system of organizations preferred
• Specific knowledge of the World Health Organization (WHO) or the United Nations (UN) environment is an advantage.

Education:

Essential

• Completion of secondary education or its equivalent

Languages:

• Excellent knowledge of English is required
• Working knowledge of French is desirable

Eligibility:

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): USD40,464.

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 26 May 2019.

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 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

Applications from women are particularly encouraged for this vacancy