Applications from women are particularly encouraged for this vacancy

Purpose of the Position:

The Clients Admin Assistant provides administrative, secretarial and general support to the Business Relationship Management Section, and also additional administrative support to other sections in areas related to clients.

Objectives of the Programme:

The objectives of the Centre, as stated by its mandate, are to provide information and communication technology (ICT) services and projects (including training) on an inter-organizational basis.

Main duties and responsibilities:

The incumbent will work under the direct supervision and guidance of the Chief, Business Relationship Management Section. The incumbent could be requested to do any others tasks of similar level in related fields.

GENERAL

• Monitor the information flow, screening shared mailbox, sorting, analysing and identifying areas requiring action by the Chief, Business Relationship Management Section or BRM
• Ensure effective and timely follow up on requests for information, briefings and other actions, emanating from the Chief, Business Relationship Management Section or BRM, liaising with other internal units/teams, as appropriate
• In close collaboration with other support staff, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used
• Draft/prepare/maintain SOPs of the Business Relationship Management Section
• Draft/prepare proposals:project agreement/Service Delivery Agreement/ Business Change Requests and customized engagement documents such as MOU
• Draft/prepare specific type of contracts assigned by the Chief, Business Relationship Management Section

OFFICIAL CORRESPONDENCE / ICC TEMPLATES

• Verify that outgoing correspondence, technical reports and documents are presented in accordance with ICC templates and department styles and checking language, grammar and accuracy prior to submitting for signature and clearance
• Using appropriate tracking tools, follow-up on target dates and deadlines, and ensure that correspondence and queries are responded to in a timely manner

MEETING ADMINISTRATION

• Screen and handle meeting requests with tact, discretion, making appointments, answering queries and/or redirecting visitors and requestors with diplomacy and courtesy, obtaining background information on the purpose of appointments
• Lead administrative preparation for meetings, seminars, and workshops; assisting with preparation of documents; dispatching of materials and liaising with participants and others colleagues involved
• Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions

OTHER DUTIES

• Initiate requisitions for services procurement, and monitor and receipt of deliverables
• Replace other support staff as required
• Perform other related duties as required or instructed, including provision of support to other areas of work and teams within the department, as required

Experience and Skills required:

Essential:

• A minimum of four (4) years of administrative experience, including direct work experience performing administrative functions and providing secretarial support to management
• Excellent organization skills, ability to meet deadlines and prioritize own workload
• Excellent communication and interpersonal skills, ability to maintain good relationships with a variety of partners and colleagues, confident telephone manners and ability to maintain confidentiality
• Collaborative and flexible mindset
• Proficiency with Microsoft Office products and email
• Familiarity with Microsoft SharePoint

Desirable:

• Experience working in a multicultural environment

Education: 

Essential:

• Successful completion of secondary school education, or equivalent, and professional training as Secretary, or equivalent

Languages:

• Fluent knowledge of English is required
• Intermediate knowledge of French or Spanish 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 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 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