Administration Assistant

Administration support:

• Receive and route calls to the UNAOC Geneva Office;
• Meet and greet visitors of the UNAOC Geneva office, create entry passes, and liaise with UNOG security and operation units when needed;
• Ensure timely renewal of UN grounds passes for UNAOC personnel in Geneva;
• Maintain office supplies stock, ensure timely replenishment of supplies;
• Keep time and attendance records updated for all UNAOC personnel in Geneva;
• Assist in coordination of all travels of the Senior Representative, UNAOC Geneva office;
• When requested, register Senior Representative in the high-level conferences; Liaise with organizers in terms of administrative and logistical support;
• Liaise with UNAOC NYC office for all admin and operations matters.

Scheduling and Meetings: 

• Manage and coordinate schedule of the Senior Representative, UNAOC Geneva Office; organize and confirm appointments;
• Synthesize and summarize information for the Senior Representative;
• Provide logistical support in setting up bilateral meetings on national and international levels;
• Assist with   drafting of general briefing material and other documentation for the management in New York.
• Maintain records of all meetings requests;
• When requested, provide senior management in New York with minutes  and/or other relevant information on meetings taking place at UNOG.

Meetings and Events support:

• Provide administrative and logistical support to the UNAOC events/worships in the United Nations Office in Geneva;
• Take notes, and prepare minutes of the meetings;
• Act as a Focal Point for requests of meeting rooms in the UNOG;
• When requested, attend meetings at UNOG HQ or outside and draft reports about it.

Correspondence support:

• Draft/edit and/or send letters on behalf of the Senior Official and dispatch them to the addresses;
• Assist with the preparation of routine correspondence, general briefing notes and documents;
• Maintain and timely update all contact directories of the Senior Representative.

Education

• Completion of Secondary Education is required
• Bachelor’s degree preferably in international relations; public administration; social science, economics or related field will be considered an asset and may substitute for some of the required years of experience.

Work Experience

Required Experience:

• A minimum of four (4) years of relevant experience in general administrative or operations support services in national or international public or corporate organizations is required;
• Proficiency and Microsoft Office Suite.

Desirable experience (the following experience is optional candidates who do not have it are welcome to apply): 

• Familiarity with the work of the United Nations Organization, its mandate, main areas of focus, United Nations bodies, agencies, entities and departments, current priority issues.
• Excellent communication and interpersonal skills.
• Ability to work collaboratively within a team.
• Wiliness to travel and work flexible hours as needed.
• Familiarity and understanding of religious and cultural underpinnings & relevance to international diplomacy.
• Very strong attention to detail and determination to meet deadlines.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
• Responds positively to feedback and differing points of view.

Language

• Fluency in English is required.
• Fluency in French is an asset.
• Knowledge of other UN working languages is desired.