Overview
Provide administrative support to the UN System Coordination Division's communications, budget, procurement, human resources, and event planning functions. The role ensures high quality and accuracy of administrative processes and supports the Office Operations.
Key Responsibilities
- Provide administrative support to the UN System Coordination Division’s communications.
- Manage updates and further develop internal filing and databases.
- Generate a variety of standard and maintain related documentations.
- Provide administrative support in the preparation of presentation materials.
- Ensure the quality of outgoing documents: proofread and edit texts.
- Respond to information requests and inquiries.
- Orient interns, consultants or new staff to relevant administrative procedures.
- Provide support to the budget, procurement and human resources functions of the Division.
- Support the Budget Focal Point in monitoring the Division’s expenditure.
- Prepare materials, estimates and other documents to support budget review, planning and preparation.
- Maintain internal expenditures control system.
- Review and verify accuracy of supporting documents for payments.
- Submit systematic financial reports to the Director.
- Provide administrative support in the preparation of procurement plans.
- Provide administrative support to recruitment processes.
- Provide administrative support to the planning and coordination of events organized by the Division.
- Provide coordination, planning and implementation support to high-level advocacy events.
- Provide operational and logistical support to the organizing of events and Division-hosted meetings.
- Coordinate travel arrangements within the Division.
- Maintain updated interagency lists and liaise with Inter-Agency Network on Women and Gender Equality (IANWGE) members.
- Provide administrative support to the coordination of annual and inter-sessional meetings of the IANWGE.
- Compile and summarize background materials for use in preparation of reports, briefs, speeches.
- Attend meetings, prepare minutes, and monitor follow-up activities.
- Provide research and analytical support to the Division.
- Compile and analyze statistical material.
- Prepare trends and analytical inputs to contribute to the Division’s reporting processes.
Required Experience
A minimum of six (6) years of progressively responsible administrative experience, preferably in a large or international corporation or organization, is required. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required. Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable. Experience providing support in administrative process or related areas in the UN System organizations is desirable. Experience in providing executive or front office support in a UN System office is desirable.
Qualifications
Completion of secondary education is required. Bachelor’s degree in Business Administration or related fields is desirable.
