Vacancy for ADMINISTRATIVE ASSISTANT in GENEVA, SWITZERLAND


 

Deadline: 

Fees: US$ 4,200 to US$ 6,000 per month depending on the experience of the recruited candidate. The fees are expressed as a gross monthly figure.

 

AREA OF SPECIALIZATION/THEMATIC AREAS

Administration, reporting, finance, secretariat, filing and archiving, logistic support, event planning and organization, calendar management, HR support. 

OVERVIEW

UNITAR is an autonomous body within the United Nations that was established in 1965 pursuant to a UN General Assembly resolution. UNITAR’s mission is to develop the individual, institutional and organizational capacities of countries and other United Nations stakeholders through high quality learning solutions and related knowledge products and services to enhance decision-making and to support country-level action for overcoming global challenges.

On 28 November 2019, at its 60th session, the UNITAR Board of Trustees took note of and endorsed, the Operations Agreement between UNITAR and The Defeat-NCD Partnership (dated 23" July 2019) to host the secretariat of the Partnership. UNITAR houses the secretariat of the Defeat-NCD Partnership and other relevant strategic initiatives working in the field of noncommunicable diseases and addressing related risk factors - such as road crashes, deaths and injuries, and assisted technologies for improved health outcomes.

The Defeat-NCD Partnership is a multi-stakeholder partnership anchored in the United Nations and includes governments, multilateral agencies, civil society, academia, philanthropies, and the private sector. It was established in January 2018 to help tackle the most significant global health problems of the age: premature death, sickness, disability, and the associated social and economic impacts of selected non-communicable diseases (NCDs). It is based on the expert guidance and the technical norms and standards issued by the World Health Organization for managing NCDs.

GENERAL OBJECTIVES OF THE CONTRACT

The purpose of this assignment is to provide the full range of administrative, finance, and operational support in a timely, proactive, and helpful manner to all members of the Defeat-NCD Partnership team (both in Geneva and in the field). The incumbent shall familiarise himself/ herself on all aspects of UNITAR rules, regulations, and procedures and shall ensure that The Defeat-NCD Partnership is always in full compliance and adherence with them.  

RESPONSIBILITIES/DESCRIPTION OF PROFESSIONAL SERVICES

Within delegated authority, the Administrative Assistant provides the full range of administrative, financial, and operational support to the Defeat-NCD Partnership team. The Administrative Assistant is responsible for the following duties:

1. Office administration and travel logistics

  • Proactively performs a wide range of office support and administrative functions to ensure that the Defeat-NCD Partnership is always on track with its deliverables, and all processed are undertaking in a timely manner in full compliance with UNITAR rules and regulations. Ensure that exceptions are kept to a minimum, and where needed are sought in timely manner, and duly documented with appropriate rationale.
  • Proactively plans for and monitors administrative processes and schedules related to the programme deliverables.
  • Where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
  • Performs general administrative tasks (e.g. leave and attendance recording, updated contact lists, etc), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).
  • Proactively supports the knowledge sharing amongst the Defeat-NCD Partnership team. Maintains files, and back up archives (both paper and electronic), shared drives, and databases for the Defeat-NCD Partnership team to collaborate on and have access to files remotely.
  • Assists users in providing support for remote working, help with basic phone and IT issues (applications for remote working, software and hardware solutions).
  • Prepares administrative checklists and material for onboarding and exit briefings and conducts them for all personnel. Provides guidance to less experienced personnel on general office processes and procedures, computer applications, etc.
  • Provides timely reporting and follow up for rapid resolution of maintenance faults to the building maintenance issues/ Liaising with internal/ external personnel/ agencies as required.
  • Conducts the purchase and registration of office equipment/ assets. Ordering and maintaining adequate stationery supplies. Receiving and dispatching mail and deliveries.

2. Correspondence and calendar management

  • Reviews incoming correspondence to the Defeat-NCD Partnership, and its Director. Checks emails from own and the secretariat@defeat-ncd.org email account. Collates necessary information for reply/action. Sends responses by close of business on the day the email has been received at The Defeat-NCD Partnership.
  • Drafts official letters, correspondence and other communications in a high quality and timely manner, consistent with the UN correspondence manual and the UN Blue Book Online.
  • Uses Adobe to edit and create PDF documents, Microsoft Office software to produce PowerPoint presentations, Excel tables and charts, and Word documents.
  • Conducts research, proof-reads, translates documents as requested.
  • Manages the calendar of the Director in close consultation with the Special Assistant.
  • On country visits of the Director, liaises with The Defeat-NCD Partnership (and external partner) country teams to prepare the schedule and the documents needed in close consultation with the Special Assistant.
  • Prepares talking points and briefs for meetings and have them ready in a briefing pack 72 hours before any meeting.
  • Attends meetings and take notes of these meetings as required by the Special Assistant.

3. Finance and Human Resources

  • Working under the guidance of the Special Assistant, serves as focal point for all travel, finance, and human resources related matters for Defeat-NCD Partnership personnel.
  • Reviews, on a daily, all expenditures booked to The Defeat-NCD Partnership accounts to ensure correct recording (including by donors/ activity). Where discrepancies arise take corrective action with UNITAR Finance team.
  • Acts as a resource person with in-depth and up-to-date knowledge of UNITAR circulars, policies, and guidelines.
  • Prepares regular financial and narrative submissions (to UNTITAR reports and other progress reports as required.

4. Meetings and event organisation

  • Makes arrangements of internal and external meetings and events as required (including team meetings, workshops, donor and governance related meetings etc.).
  • Books and sets up meeting rooms, coordinate the venues (if outside the office premises) and provides support for the printing and preparation of background documents and event packs, take notes as required.
  • Assists in the preparation of presentation materials using appropriate technology/software.
  • Organises all needed logistics for official meetings over the phone/ internet, conference calls or in person.
  • As per office needs, books transportation and accommodation for personnel for events, identifies and prepares venues and supports travel of approved partners attending the meetings or events. Deals with enquiries and requests in a supportive and friendly manner.

MEASURABLE OUTPUTS/DELIVERABLES/SCHEDULE OF DELIVERABLES

  1. All historic administrative, financial, human resources, procurement, and programmatic records (UNITAR and UNOPS since 2018) for The Defeat-NCD Partnership have been duly reviewed to ensure full audit compliance, categorized and archived electronically and in hard copy.
  2. All email and physical correspondence to the Defeat-NCD Partnership receives a response and is actioned the same day on which it was received. Progress in reducing the speed of quality and comprehensive responses shall be measured. 
  3. Reviews, on a daily, all expenditures booked to The Defeat-NCD Partnership accounts to ensure correct recording (including by donors/ activity). Where discrepancies arise take corrective action with UNITAR Finance team.
  4. Timely management of the Director’s calendar and schedule of appointments in Geneva and while on mission.
  5. Daily updates are made to the administrative files and archives.
  6. Daily updates are made to the programme files, including project progress reports, work plans and budgets in compliance with ‘The Defeat NCD’ programme needs/ guidelines.
  7. Weekly compilation of follow-up points, documents, and requests to be discussed during the weekly team meetings is undertaken.

PERFORMANCE INDICATORS FOR EVALUATION OF RESULTS

  • Timely and quality submission of deliverables.
  • Activities implemented with a high degree of effectiveness and efficiency.
  • High degree of professionalism demonstrated by the individual contractor.

SKILLS AND COMPETENCIES EXPECTED FROM THE INDIVIDUAL

  • Understanding of data privacy standards; integrity; honesty; customer-service skills.
  • Solid communication skills, both written and verbal.
  • Familiarity with business principles and practices with superior attention to detail.
  • Organisational skills; planning skills; problem-solving skills; analytical skills; critical thinking skills.
  • Computer skills, particularly with spreadsheets and calculation software.
  • Ability to organize effectively, work under pressure with attention to detail, precision and accuracy.
  • Demonstrated ability to work harmoniously with persons of different national background.
  • Proficiency level in organizing audio and video conferences.

QUALIFICATIONS

MINIMUM REQUIREMENTS

A. EDUCATION

  • A Bachelor's degree in business administration, finance, accounting, development studies, political science, international relations, or a related field is required.
  • Excellent mathematical skills are required.

B. WORK EXPERIENCE

  • At least 1 to 3 years of relevant administration support experience required (in the field of human resources, administration, finance). Having some, or all, of this experience within international organisations is preferred.
  • Proficiency in Microsoft Office Excel, Outlook, PowerPoint, and Word applications required.
  • Knowledge/ experience in CRM, PeopleSoft or another ERP platform a strong advantage.
  • Good communications and interpersonal skills are essential.
  • Able to establish a high level of trust and confidentiality internally, and credibility externally is required.
  • Proactive, ‘can-do approach’ to problem solving, ability to plan and foresee needs of The Defeat-NCD Partnership is required.

C. LANGUAGES

  • Fluency in oral and written French and English is required.
  • Working knowledge of another United Nations official language is preferred.

REPORTING STRUCTURE

The incumbent will report to the Director of The Defeat-NCD Partnership.

REMARKS

General conditions of contracts for the service of Individual Contractors apply.

Individual Contractors are responsible for determining their tax liabilities and for the payment of any taxes and/or duties, in accordance with local laws. UNITAR does not reimburse Individual Contractors for any taxes, duty, or other contribution payable by the Individual contractor on payments made under the Individual Contract.

The Institute does not provide or arrange life or health insurance coverage for Individual Contractors, and Individual Contractors are not eligible to participate in the life and health insurance schemes provided by the UN for its staff members.

HOW TO APPLY

Send a letter of motivation and P11 form or Curriculum Vitae to secretariat@defeat-ncd.org with the following subject line: “Administrative Assistant– The Defeat-NCD Partnership”

Due to the high number of expected applications, UNITAR will only contact shortlisted applicants. 

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