Applications from women are particularly encouraged for this vacancy

Purpose of the Position:

The purpose of the position is to provide administrative support to the ICC office in Valencia. The incumbent will be responsible for delivering high quality administrative support services in order to create value for our customers.

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:

• The incumbent will work under the direct supervision and guidance of the Chief of Business Solutions Section (OPB) within the Operations Division (OP) and in close collaboration with other team members in other ICC locations
• More specifically, s/he will perform the following duties and responsibilities:
• In close collaboration with the Chief, Business Solutions Section, supervise the day-to-day administration and support of the UNICC Valencia admin team. Main tasks include daily coordination of the administrative work of the Admin team, prioritizing and managing the team workload and schedule. Keeping tracks of the status of the support requests and ensure outstanding matters are properly tracked for follow up
• In close collaboration with the Chief, Business Solutions Section, interact with UNICTF-V Support Office for office space requirements, manage and maintain the internal office space allocation, participate in the periodic review and update of the service level agreement as well as review of occupancy report
• Assist in developing relevant materials and activities by assisting with standard layouts and production of documents related to the Valencia Office matters (i.e. brochures, presentations, multimedia, and newsletters)
• When requested, provide administrative assistance to the Head of the Office including background information, working papers and tables for briefing and review sessions by collecting data and relevant information on subject matter activities related to the Valencia office, attend meetings and prepare meeting minutes, assist in the review of controls and audits as part of the compliance and review for Data Center access
• Provide administrative assistance and support to ICC staff and consultants in Valencia, Spain (coordinate check in and check out of new personnel, requests for ICC tools and access; coordinate/process requests for UN grounds passes; provide induction training on ICC administrative procedures to new staff and consultants; prepare Overtime and Night Differential for ICC Staff)
• Provide administrative assistance and support to ICC staff who are on duty travel in Valencia, as well as to external visitors (process duty travels for ICC staff, raise Travel Request in GSM, update required information in ITSM purchasing module, assistance for UNLP, security clearance and visas
• Raise requisitions (RPRs) for services and/or goods; Assist on finance and procurement related issues, as required (invoices from suppliers, renewal of telephone services contract, verification of local bills and UN statement of accounts, shipment of goods and services, etc.)
• Update the ICC Staffnet intranet site with approved documents and announcements as required by the Organization; act as focal point for office filing and documentation system
• Arrange internal and external meetings and appointments for in-coming missions, including high-ranking officials. Take notes and/or minutes at meetings. Coordinate with administrative assistants in other ICC locations, assist in the organization of events, workshops, conference for the office in collaboration with different focal points in other ICC offices
• Respond to enquiries from staff and consultants regarding administrative policies and procedures, processes and practices, etc., and direct the enquiries to the appropriate staff/unit, if necessary
• Provide guidance and training to and monitor the work of new/junior administrative staff as needed to ensure the smooth, uninterrupted delivery of administrative services
• Perform other similar administrative duties, as required, to ensure smooth day-to-day functioning of the ICC office in Valencia
• When required, collaborate with other Administrative staff on shared initiatives, and contribute to streamline administrative procedures and documents across ICC by liaising with the Corporate Services Division and with Directorate
• The incumber may provide other ad hoc support to other units as required – this includes the participation in special projects or support of service delivery for short periods 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 (5) years of administrative experience, including direct work experience performing administrative functions and

• providing administrative/substantive support and personal assistance to senior management
• Excellent oral and written skills; excellent drafting, formulation, reporting skills
• 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
• Excellent interpersonal skills, self-motivated, ability to work with minimum supervision, responsive and client-friendly
• Ability to work under pressure with tight deadlines
• Ability to relate well with different nationalities and to work well in a team environment

 Desirable

• Working 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

Desirable:

• Knowledge of Project Management, information Security and Service management

Languages:

• English: Expert knowledge is required
• Spanish: Expert knowledge is desirable

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 ICC 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 38,414.

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 dates for applications:

Applications will be accepted until midnight Geneva time on 24 January 2021.

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