The UNICC workforce consists of many diverse nationalities, cultures, languages, and opinions. UNICC seeks to sustain and strengthen this diversity by ensuring equal opportunity and an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, ethnicity, sex, national origin, age, religion, disability, sexual orientation and gender identity.

Purpose of the Position:

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

Objectives of the Programme:

The objective of the Centre is to provide trusted ICT services and digital business solutions to its Clients and Partner Organizations.

Main duties and responsibilities:

The incumbent will work under the direct supervision of the Chief, Business Relationship Management Section (DBR), and will be provided guidance by the Business Support Services Assistant within DBR. The incumbent will work in close collaboration with the DBR team. The incumbent could be requested to do any others tasks of similar level in related fields.

General

All the activities will be overseen by the Business Support Services Assistant:

• Monitor the information flow, screening shared mailbox, sorting, analysing and identifying areas requiring action by the Chief, Business Relationship Management Section or the Business Relationship Managers
• Ensure effective and timely follow up on requests for information, briefings and other actions, emanating from the Chief, Business Relationship Management Section or the Business Relationship Managers, liaising with other internal units/teams, as appropriate
• In close collaboration with other support staff, create and/or maintain filing systems; perform continual review of the filing systems 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, such as Project Agreement/Service Delivery Agreement/ Business Change Requests/ Request for Services, and customized engagement documents such as MOU
• Draft/prepare specific type of contracts using ready-made templates, assigned by the Chief, Business Relationship Management Section or the Business Relationship Managers

Official correspondence and UNICC templates

• Verify that outgoing correspondence, technical reports, and documents are presented in accordance with UNICC 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
• Coordinate administrative preparation for meetings, seminars, and workshops; assisting with preparation of documents; dispatching of materials and liaising with participants and other colleagues involved
• Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions

Other:

• Initiate requisitions for procurement services. Monitor and ensure receipt of deliverables
• Replace other support staff as required
• Provide other ad hoc support either within the 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

Experience and Skills required:

Essential:

• A minimum of three (3) years of administrative experience, including direct work experience performing administrative functions and providing secretarial support to management. A completed university degree from an accredited institution will be counted towards minimum work experience requirements
• Excellent organization skills, ability to meet deadlines and prioritize own workload
• 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 & Customer Relationship Management (CRM) tools

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:

• English: Expert knowledge is required
• Knowledge of the local language of the Duty Station 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.

Eligibility:

This vacancy is open to UNICC 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):

• Valencia, Spain: EUR 38,398

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 14 July 2024.

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 UNICC 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

Please inform us should you require any specific accommodation to facilitate your application

The UNICC workforce consists of many diverse nationalities, cultures, languages, and opinions. UNICC seeks to sustain and strengthen this diversity by ensuring equal opportunity and an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, ethnicity, sex, national origin, age, religion, disability, sexual orientation and gender identity.

For applications to be valid, they must contain a motivation letter and the filled Personal History Form.