Administrative Assistant

Position Summary

Job CategoryVacancy
Vacancy Notice NumberICC-21-VAL-711
Position TitleAdministrative Assistant
Position TypeTemporary
Number of Positions1
Date of Issue16/04/2021
Date of Closing2/05/2021
GradeG4
Annual Salary EstimationEUR 34,072 (net, single rate)
Duty StationValencia, Spain
Organizational Location/UnitProjects & Programmes Section (CPP)

Position Description

Applications from women are particularly encouraged for this vacancy

Purpose of the Position:

Reporting to the Head, Projects & Programmes Section within the Client and Projects Division, the post would be responsible for providing Project Resourcing Support.

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 Clients and Project (CP) Division requires an Administrative Assistant to support Team Leads in various sections, spanning European and US timezones. The incumbent will work under the direct supervision and guidance of the Head, Projects & Programmes Section (CPP) and in close collaboration with the CP teams, the Valencia administrative team, and the procurement team on the following duties and responsibilities:

  • Provide procurement, logistical and administrative support to the Different Units including by assisting staff/consultants and Software/Application support activities
  • Research, retrieve and present information from a variety of internal and external sources concerning basic supplier management including getting quotes and tabulating various procurement information
  • Assist in processing procurement and budget information and data in accordance with instructions, and make necessary abstracts and computations. Summarize information reflecting current obligations and future procurement and budgetary implications. Identify and modify incorrect data
  • Initiate procurement requests, managing renewals of contracts (software and consultants)
  • Assist in drafting and preparing official relevant documents including support on procurement activities related to consultants, shortlisting and scheduling interviews, preparing recommendations, follow-up on approvals
  • Maintain timely and orderly files and official records related to these activities
  • Assist revenue recognition process by ensuring completeness and accuracy of project charges, in strict collaboration with Business Control unit
  • 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 short period of time on a part-time or full time basis upon request from the senior management

Recruitment Profile

Experience and Skills required:

Essential:

  • A minimum of four (4) years of administrative experience, including direct work experience performing administrative functions in a similar context
  • Excellent customer service skills, good telephone manners and excellent written and verbal communication
  • Ability to work under pressure and with minimum supervision
  • Excellent organization and time management skills, ability to meet deadlines and prioritize own workload
  • Proficiency in MS Office, specifically Excel and PowerPoint. Good understanding of other Microsoft tools like Outlook, SharePoint and Teams
  • Must be technologically savvy, demonstrating the ability to easily adapt to new and unfamiliar technologies, software, and systems
  • High level of personal integrity, as well as the ability to professionally handle confidential matters, and show an appropriate level of judgment and maturity
  • Collaborative and flexible mindset
  • Attention to details and high level of accuracy
  • Ability to deliver quality results

 Desirable:

  • Experience working in a multicultural environment
  • Experience with reporting (summarizing/aggregating data)
  • Experience in improving processes (streamlining, creating efficiencies)
  • Working knowledge of project management best practices (PRINCE2/Agile is desirable)

Education:

Essential:

  • Completion of secondary education or its equivalent

Languages:

  • Expert knowledge of English is required
  • Knowledge of another UN language is an advantage

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.

Other Information

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): EUR 34,072.

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 2 May 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

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